Court Records

Benton County court records are maintained through different court offices and record systems depending on the type of case and the kind of document being requested. Superior Court case files are generally handled through the Benton County Clerk, while District Court maintains records for matters such as traffic infractions, misdemeanors, gross misdemeanors, civil cases within its jurisdiction, and related proceedings. Judicial administrative records follow a separate process under Washington court rules. This article explains how to identify the correct record type, choose the appropriate office, search for available case information, prepare a records request, understand access restrictions and retention limits, and avoid sending a request to the wrong department.

Benton County Court Record Types

The first step in locating Benton County court records is determining what kind of record you need. Washington courts distinguish between court case records and judicial administrative records. That distinction determines which court rule applies and which office should receive the request.

Court or case records are documents and information created, filed, or maintained in connection with a judicial proceeding. They can include pleadings, court calendars, docket entries, orders, decrees, judgments, minute entries, exhibits, and information stored in a court case management system.

Judicial administrative records are different. They concern the management, supervision, or administration of a court or judicial agency rather than the filings in an individual lawsuit, criminal prosecution, family matter, or other judicial proceeding.

The county's Court Records and Judicial Records Request page explains this distinction and directs users toward the appropriate process for case records and judicial administrative records.

Case Records

If you need documents filed in a court case, the request generally belongs with the clerk or court that maintains that case. Access to Washington court case records is governed by court rules, including General Rule 31. The Washington Courts General Rule 31 page provides the rule governing access to court records.

The county in which the case was filed matters. Benton and Franklin counties share a Superior Court system, but case records are maintained through the respective county clerks. Someone seeking a Benton County case should use the Benton County Clerk rather than sending a request to Franklin County.

Administrative Court Records

Judicial administrative records relate to court operations rather than a specific judicial proceeding. Examples can include records made, received, or used by a court or judicial branch agency while carrying out its administrative responsibilities.

These records are governed by General Rule 31.1 rather than Washington's Public Records Act. Benton Franklin Counties Superior Court explains the administrative-record process on its judicial administrative records page.

Which Court Has the Record?

A common source of delays is contacting the Benton County Clerk for a District Court case or contacting District Court for a Superior Court case. Before requesting copies, identify which court handled the matter.

Superior Court Case Files

The Benton County Clerk manages court documents and case files for matters filed in Benton County Superior Court. The Clerk also provides court calendars and dockets, safeguards case files, issues writs and bench warrants ordered by the court, and manages certain funds held by court order.

The Benton County Clerk's official page specifically states that the Clerk does not handle District Court matters such as traffic infractions, misdemeanors, and gross misdemeanors. Users with those cases should contact Benton County District Court instead.

If the case was filed in Franklin County rather than Benton County, its case documents are maintained through the Franklin County Clerk. The fact that Benton and Franklin counties share a Superior Court structure does not mean a Benton County clerk maintains every case filed in both counties.

District Court Case Files

Benton County District Court maintains its own court case records. These records may include pleadings, indices, calendars, dockets, court orders, judgments, decrees, courtroom minute entries, exhibits, and case management information connected with District Court proceedings.

The county provides a dedicated District Court records request page. The page directs users to search available case information and court documents online first. If the needed documents cannot be located through the referenced online search process, a District Court records request can be submitted.

Information Needed for a Search

Having accurate case information can make a court-record search or request much more specific. District Court's request form identifies several details that can be used to locate the correct record.

Depending on the request, useful information includes:

The case type, such as civil, criminal, or traffic.
The case number or case numbers.
The name of a party to the case.
The person's date of birth when applicable.
A description of the record being requested.
The specific documents needed, such as a judgment and sentence, ticket, summons, or complaint.
The intended use of the requested information.

For requests involving a court recording, District Court asks for the case number, hearing date, and the name of the defendant or other parties to the case. Providing these details helps distinguish the requested hearing from other proceedings involving the same person or case.

A case number is especially useful because names may appear in multiple cases. When the case number is known, include it exactly as it appears on court paperwork whenever possible.

District Court Records Requests

A formal District Court records request is appropriate when the desired case documents cannot be obtained through the court's referenced online search method. The request should describe the record with enough detail for court staff to identify the correct case and documents.

If copies are needed, identify the specific documents rather than requesting an entire case file when only one or two filings are required. For example, the District Court form gives examples such as a judgment and sentence, a copy of a ticket, or a summons and complaint.

Requesters must also provide their name, email address, and contact or mailing information on the District Court request form.

District Court Copy Fees

Benton County District Court charges for research and record preparation. The referenced fee information provides the following charges:

Research: $20 per hour.
Certified copies: $5 for the first page and $1 for each additional page.
Hard copies of specific case documents: $0.50 per page.
Emailed copies of specific case documents: $0.25 per page.
Court recordings: $10 per CD or thumb drive, in addition to the applicable search fee.

The court states that fees cover the time needed to perform necessary research and activities such as copying, scanning, and preparing records. Requesting specific documents and providing a case number can therefore help court staff identify the intended material without an unnecessarily broad search.

District Court Retention Periods

Not every historical District Court case remains available indefinitely. Benton County District Court maintains case records according to a retention schedule, and the court states that cases are destroyed after the applicable retention period has passed.

The referenced retention periods include:

Three years for closed criminal cases.
Three years for closed civil cases.
Three years for closed infraction cases.
Ten years for domestic violence cases.
Ten years for cases related to driving while intoxicated.
Ten years for open civil cases with judgments.

This can be particularly significant when searching for an older District Court matter. A person's recollection that a case once existed does not necessarily mean the District Court still retains the file after the applicable retention period.

Records With Access Restrictions

Court records are generally subject to public-access rules, but public access does not extend to every document or every piece of information contained in a court file.

Benton County District Court identifies several categories that the public cannot access, including police reports, mental illness commitment records, alcohol and drug treatment commitment records, and court records sealed by judicial order.

Other Washington court rules can also affect access to particular categories of court records. The county's judicial-record information identifies General Rule 15 as addressing destruction, sealing, and redaction of court records and General Rule 22 as governing access to family law and guardianship court records.

A record appearing in a court case does not automatically mean every part of the record is publicly available. Sealing, confidentiality requirements, and redaction rules may limit what can be released.

Superior Court Records Through the Clerk

For documents filed in Benton County Superior Court proceedings, the Benton County Clerk is the principal records office. The Clerk manages the court's documents and case files and maintains calendars and dockets associated with Superior Court proceedings.

Users should confirm that the proceeding actually belongs to Superior Court before contacting the Clerk. The Clerk's office specifically excludes District Court traffic infractions, misdemeanors, and gross misdemeanors from the cases it handles.

The county also states that online access to Benton County case records is available through JIS LINK on the Washington Courts website. This is distinct from Franklin County's online case-record system. Choosing the system associated with the county where the case was filed helps avoid searching the wrong database.

Court Dockets and Hearing Information

A court docket can help users determine when a matter is scheduled, but it should not be treated as a substitute for the official case record. The Clerk's Superior Court docket page explains that online docket information is provided for general information and may change without notice.

The county also warns that last-minute changes or additions may not appear on the web page and that the order shown on a docket is not necessarily the order in which names will be called in court.

Published Benton County Superior Court docket categories include criminal matters, family law proceedings, parentage, child support contempt, probate and adult guardianships, juvenile matters, civil protection orders, minor guardianships, civil motions, summary judgments, and unlawful detainers. The day and time vary by docket type.

Judicial Administrative Record Requests

A request concerning the administration of Benton Franklin Counties Superior Court follows a different procedure from a request for a case filing. General Rule 31.1 applies to judicial administrative records and has governed public access to these records since January 1, 2016.

The rule confirms public access to qualifying administrative records and establishes procedures for requests and responses. Judicial administrative records generally consist of written or recorded information related to the management, supervision, administration, public business, or administrative functions of the court or judicial branch agency.

Written Request Requirements

Requests to inspect or obtain judicial administrative records must be made in writing. Benton Franklin Counties Superior Court provides forms, although use of the official form is not mandatory. Using the form can help make the request easier for the records officer to understand.

The requester must provide a legal name and physical address when submitting an administrative records request. The request should be sent to the public records officer for the court or judicial branch agency that maintains the records.

The court provides its judicial administrative records forms page, which includes a Judicial Administrative Record Request Form and a Request for Review of Record Officer's Decision.

Response and Clarification

Within five days after receiving an administrative records request, the public records officer will confirm receipt and, when possible, estimate how long locating and sending the records may take. The county explains that the judicial branch is not penalized if confirmation is not provided within that five-day period, although efforts are made to confirm requests promptly.

The court or judicial agency does not have to create a new record in response to a request for information that does not already exist. A broad or unclear request may also result in the requester being contacted for clarification. Clarification can help reduce unnecessary work and costs when the original wording does not identify the desired records precisely enough.

Administrative Record Privacy Limits

Although judicial administrative records are generally accessible, state and federal law require courts and judicial agencies to keep some information confidential.

Records created or maintained by a judge or the judge's staff as chambers records are not subject to disclosure. Sensitive information may also be removed from records before release. The county identifies examples of information subject to redaction, including Social Security numbers, certain financial information, home addresses, medical records, and health care information.

When information is redacted, the requester is notified that material was removed and is given the reason for the redaction.

Most judicial administrative records are retained for six years, according to the court's GR 31.1 information. Administrative records therefore have their own retention considerations separate from the District Court case-record retention periods described above.

Administrative Record Costs

There is no charge simply to view administrative records, although research needed to locate the material can generate costs. A requester who wants to inspect original or stored paper records must submit a records request identifying that preference and arrange an appointment with the public records officer at the court or agency where the records are maintained.

Paper copies can also involve copying and research charges. General Rule 31.1 permits courts and judicial agencies to recover certain costs for photocopying or scanning administrative records.

If research needed to fulfill a request takes longer than one hour, the court may charge a research fee of no more than $30 per hour beginning with the second hour. Costs can also apply to photocopying, scanning, CDs, USB drives, mailing, and other materials. Sales tax is added to amounts owed where applicable.

Depending on the size and complexity of the request, payment may be required before records are released, or the requester may be invoiced after delivery. A person who has received records but has not paid the amount due cannot obtain additional records until that debt is paid.

Review of an Administrative Decision

A requester who disagrees with a decision to withhold an administrative record or redact information can seek review under General Rule 31.1. The process includes internal review and, if necessary, external review.

Internal Review

The internal review procedure is handled within the court or judicial branch agency by its director, presiding judge, or another judge designated by the presiding judge. A request for internal review must be submitted within 90 days of the public records officer's decision.

The proceeding is informal and summary in nature. In most situations, the review is to be held within five working days after the request for review.

External Review

A requester who disagrees with the internal decision may seek external review. That request must be made within 30 days of the internal review decision.

The requester may pursue either a civil action in court or an informal review by a visiting judge or another outside decision maker, as provided by the GR 31.1 review process.

Common Court Record Mistakes

Several practical mistakes can make a Benton County court-record request more difficult than necessary. The most common is sending the request to the wrong court. Superior Court filings belong with the Benton County Clerk, while District Court maintains its own files for matters within District Court jurisdiction.

Another mistake is confusing case records with judicial administrative records. A pleading, judgment, order, docket entry, or other filing from a judicial proceeding is a case record. A record related to court administration is handled under the separate General Rule 31.1 process.

Requests can also become more time-consuming when they omit basic identifying information. When available, include the case number, case type, party name, hearing date, and exact document requested. For a recording, provide the hearing date and names associated with the case.

Older District Court files require special attention because case retention periods are limited. A closed criminal, civil, or infraction case may be destroyed after three years, while certain domestic violence, intoxicated-driving, and judgment-related civil matters have longer periods.

Finally, online dockets should not be treated as guaranteed final schedules. Court docket information can change, and last-minute updates may not appear online. A docket is useful for identifying scheduled proceedings, but a request for an actual filed document should be directed to the office maintaining the case record.

Court Records Offices

Benton County Clerk
7122 W. Okanogan Place, Suite A210
Kennewick, WA 99336
509-786-5624
509-735-8388

Benton County District Court — Prosser Courthouse
620 Market Street
Prosser, WA 99350
509-786-5480

Benton County District Court — Kennewick Office
Benton County Justice Center
7122 W. Okanogan Place, Suite A110
Kennewick, WA 99336
509-735-8476

Benton Franklin Counties Superior Court Public Records Officer
7122 W. Okanogan Place, Suite A130
Kennewick, WA 99336
509-736-3071

Court Records FAQs

Can I search without a case number?

Yes. If you do not know the case number, Washington Courts' Odyssey Portal includes Smart Search features for locating court records and provides information about party-name searches. Enter the most complete and accurate name available, especially when the person has a common name. The portal also offers a separate hearing search that can be used to look for court hearings within a specified date range. Search results should be reviewed carefully because similar names can belong to different people or cases.

Why is the court search portal not working?

The Odyssey Portal requires JavaScript and cookies. If the page does not load correctly, first make sure JavaScript is enabled and your browser allows cookies for the site. Washington Courts also advises using a supported, current browser. The portal may occasionally experience technical disruptions, so a failed search does not necessarily mean that no matching court record exists.

Can a judicial records request be denied for security reasons?

Yes, in limited circumstances involving judicial administrative records. Under the county's GR 31.1 records guidance, an administrative record may be withheld when a request is made to harass or intimidate the court or its employees, or when fulfilling it would likely threaten court security or someone's safety. Access may also be denied when disclosure could assist criminal activity.

Where can I get the official administrative request forms?

Benton County provides an official judicial administrative records forms page. It includes a Judicial Administrative Record Request Form and a separate Request for Review of Record Officer's Decision. The request form is useful for clearly describing the existing administrative records you want, while the review form is intended for someone challenging an adverse records decision.