Navigating Archived Public Records

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Not able to find your record online?  To help customers navigate the physical files at the Clerk of the Board's office, the following guide has been developed to assist the public in locating the records they are seeking.  The information listed below is to assist those conducting research at the Clerk of the Board's office, or those unable to locate their record electronically.

STEP 1: TIME

Determine the time period of your inquiry

Because records were kept in different formats since 1853, it is important to have the specific time period of your inquiry in order to determine where to begin your records research.  Below is a summary of the formats for the various time periods.  The information on subsequent pages will help you navigate the records.

 

1853-1934
Format of official record: Microfiche
Index: Index log is sorted by subject matter or by County department. Index is on microfiche.
Physical Location: At the Clerk of the Board offices in file drawers marked "Minute Orders 1853-1934"; sorted by meeting dates.

Searching online: To search for the minute indexes online, select "Archived Microfilm Record" as the Document Type, enter "Index log" in the Contains field, and enter the meeting dates as From: 1/1/1889, To: 1/1/1934.  Note these records are only available online beginning in 1889.
1935-1962
Format of official record: Microfilm
Physical Index: Records are organized by a “Postindex” system that includes a brief description of the subject, date of action, and a description of the action.
Index location: File drawers #1-257.

Searching online: To search for these records online, select "Archived Microfilm Record" as the Document Type, enter keywords in the "Contains" field and select a range of meeting dates to narrow your criteria.  For instance, if you were searching for documents related to "Anza Desert," in the 1940's, you would type, "Anza" in the "Contains" field and enter the meeting dates as From: 1/1/1940, To: 1/1/1950.
1963-1976
Format of official record: Microfilm
Physical Index: Indexed by “IBM cards” that list the meeting date, agency, department, subject, and microfilm information.
Physical Index location: At the Clerk of the Board offices in file drawers #258-317.

Searching online: To search for these records online, select "Archived Microfilm Record" as the Document Type, enter keywords in the "Contains" field and select a range of meeting dates to narrow your criteria.
1977
Format: Microfilm
Physical Index: Index is sorted by key phrases. The index is on microfiche.
Physical Index location: At the Clerk of the Board offices in file drawers marked, "1977 Index."

Searching online: To search for these records online, select "Archived Microfilm Record" as the Document Type, enter keywords in the "Contains" field and select a range of meeting dates to narrow your criteria.
1978-PRESENT
Format: Complete records on microfilm; summary of action online
Index: Searchable online; results provide a brief description, the action, and the microfilm reel and frame number for the official record. In 1999, the Board Letters and Minute Orders became searchable online. Then in July 2008, all Board agenda documents (including supporting documentation) became full-text searchable online.  

If the search results reference a reel and frame number for the official record, note the reel and frame numbers.  Then, start a new search, select "Archived Microfilm Record" as the Document Type, and in the "Properties:" section, select "Reel #1" in the first drop down box, and enter the reel number.  You can narrow your search by adding another property and selecting "Frame #1."

Location: Online.  Click here to access the online document management system.

Go to Step 2: Searching the index