Pima County, Arizona Probate Court Records
On This Page
In Pima County, the Superior Court oversees legal matters related to a person's estate when they are unable to handle them or after their death. During probate adjudications, the Pima County Superior Courtgenerates official documents detailing judicial processes over:
- Informal and formal probate of estates
- Small estate proceedings
- Guardianships for minors
- Guardianships and conservatorships for incapacitated adults
- Trust administration issues
- Mental health–related probate matters
- Disputes over wills, estates, or fiduciary conduct.
Pima County Probate records are official documents created by the Pima County Superior Court during probate proceedings. These documents encompass a range of legal and financial documents, including:
- Wills
- Petitions
- Letters of testamentary, guardianship, or conservatorship
- Estate inventories
- Creditors claims
- Court orders and rulings
- Guardianship and conservatorship orders
- Accountings
- Notices and proofs of service
- Final documents and case closure records.
Understanding the Parties Involved in Probate Cases
Pima County probate court records document probate proceedings, detail the involved parties, and define each individual or entity's specific role in administering a decedent's estate. To interpret a probate record accurately, information seekers must understand the roles these parties play within the case, as outlined in the table.
| Individual or Entity | Role in a Probate Case |
|---|---|
Decedent | The dead person whose estate is being administered |
Heirs | Individuals who are legally entitled to inherit under state intestacy laws when there is no valid will. Typically, this includes spouses, children, or other close relatives |
Beneficiaries | Persons or entities named in a will to receive specific assets or benefits. They may or may not be legal heirs |
Executor | The person named in the will to carry out its instructions. This individual is responsible for managing the estate, paying debts, and distributing assets |
Personal Representative | Individuals appointed by the court to manage the estate. This includes executors (when there is a will) and administrators (when there is no will) |
Administrator | An entity appointed by the court when there is no will or no executor is named. The administrator has similar duties to an executor |
Attorneys | Legal professionals representing the estate, the executor, or sometimes individual heirs or creditors. They help navigate probate procedures and ensure legal compliance |
Creditors | Entities to whom the decedent owed money; they may file claims against the estate to recover debts. |
Legal Purpose and Importance of Probate Court Records in Pima County
Pima County probate court records exist to ensure the orderly administration of deceased persons' estates within the county and to protect all parties involved. These documents typically help to guarantee transparency, legality, and accountability when property is transferred after death or when the court grants authority over another person’s affairs.
In Pima County, probate court records are official evidence that:
- The Pima County Superior Court accepted or rejected a Will
- The court appointed a personal representative or guardian
- Assets were administered according to court rules
- A case was properly closed, and the authority ended.
Generally, probate court records are key resources for:
- Genealogical and family history research
- Resolving property and inheritance disputes
- Verifying executor or personal representative authority
- Legal and financial due diligence in business, lending, and real estate transactions involving inherited assets.
Differences Between Wills, Estates, and Other Probate Filings in Pima County
Pima County probate court records comprise several documents serving distinct legal purposes. Under Pima County’s Probate Local Rules, the table outlines the various probate court documents, their differences, and the roles they play in administering estates in Pima County.
| Probate Document | Legal Definition | Filed By | Purpose |
|---|---|---|---|
| Pima County Wills/Last Testaments | A will is a legal document in which a person outlines how their assets should be distributed after death | The decedent before death | A Pima Will names beneficiaries, appoints a personal representative (executor), and may designate guardians for minor children |
| Estate inventories and accountings | These are detailed financial documents filed by the personal representative of the estate | Personal representative |
|
| Guardianship or conservatorship records | Guardianship refers to legal authority over the personal care of a minor or incapacitated adult, while conservatorship confers legal authority over the financial affairs of someone unable to manage their own assets | The petitioner (this can be a family or an organization) | To protect individuals who cannot make decisions for themselves due to age, illness, or disability |
| Petitions and motions filed during probate | These are formal requests submitted to the court during the probate process. For instance:
| Any party to the probate | Petitions initiate or respond to actions within the probate case; they can lead to hearings, orders, or changes in how the estate is administered. |
Once a probate case commences, the personal representative must document the estate’s contents and financial activity, including estate inventory records and accountings.
Public Access to Probate Court Records in Pima County
Title 39 of the Arizona Revised Statutes (the Arizona Public Records Law) grants the public access to court records, including those from the Pima County Probate Court. Additionally, Arizona Supreme Court Rule 123governs public access to specific probate records.
However, these laws do not provide absolute access, as certain exceptions apply. Under Arizona law, the public cannot view or copy Pima County's sealed or expunged probate case files, records involving minors, or confidential financial documents.
Methods for Searching Pima County Probate Court Records
Individuals seeking access to Pima County probate court records have several options. Pima County probate court records are accessible online through the Arizona Judicial Branch's Case Access System. The Arizona Case Access System permits record search by:
- Party names
- Case numbers
- Case types
- Attorney or representative names
- Filing date or date range.
Pima County probate court records may also be accessible online through the Pima County Clerk of the Superior Court’s Electronic Document Online System, or Public Access Terminals at Pima County Superior Court’s courthouses. For offline access, individuals can mail-in or visit the Clerk of the Superior Court for Pima County at:
110 W Congress Street,
Tucson,
AZ 85701-1317
Phone: (520) 724-3200.
How to Find Pima County Probate Cases Online for Free
The Arizona Judicial Branch's Case Access System provides statewide access to court records (including Pima County probate court records). Information seekers can use this online search tool to access Pima County probate case records for free. Access to case information does not require registration; individuals can log in to the search portal, select Pima County Superior Court from the “Court” options, and provide a search criterion to look for probate information. Information seekers can also search for Pima County's probate court records through the Pima County Clerk of the Superior Court Electronic Document Online Portal.
However, only docket-level information is accessible online. Full access to Pima County probate court case files may require requesters to mail or visit the Pima County Clerk of the Superior Court Office.
Accessing Pima County Probate Court Records in Person
Individuals seeking full access to Pima County's probate case records can visit the Office of the Clerk of the Superior Court for Pima County. This agency is the custodian of probate court records in Pima County. Most in-person searches for probate records begin with an index or case lookup. Users may search by:
- Name of the decedent, ward, or protected person
- Case number (if known)
- Filing year or case type (for instance, estate, guardianship, or conservatorship).
Accessing Pima County probate court records in person requires a visit to the Pima County Clerk of Superior Court Office at:
110 W Congress Street,
Tucson,
AZ 85701-1317
Record seekers should note that while in-person viewing of Pima County's probate court records is free, obtaining copies of these documents involves fees. Additionally, they may have to fill out and submit request forms and provide valid government-issued identification documents.
The Pima County Clerk of the Superior Court Office also provides access to court records through Public Access Terminals or workstations.
Requesting Pima County Probate Court Records by Mail
In addition to online and in-person, Pima County probate court records are accessible through mail-in requests to the Clerk of the Superior Court for Pima County. Individuals who cannot find Pima County probate court records online or visit the clerk's office can follow the following steps:
- Prepare a Written Request. This should:
- Clearly state the request for probate court records
- Include the full name(s) of the person(s) involved in the case
- Provide the case number (if known) to speed up the search process
- Specify the required documents (for example, wills, orders, or filings)
- Include Contact Information (full name, mailing address, phone number, and email (if available), and a self-addressed stamped envelope with sufficient postage)
- Calculate the costs for the copies (the Clerk of the Superior Court charges $0.50 per page and $35.00 for certified copies) and enclose a check or money order payable to the Clerk of the Superior Court to cover the payments
- Mail the request to:
Clerk of the Superior Court
Attn: Records Department
Pima County Superior Court110 W. Congress Street, Room 241,
Tucson,
AZ 85701.
Pima County Probate Court Record Access Methods
| Access Method | Where to Use It | What You Can Access |
|---|---|---|
| Online Access |
|
|
| In-Person Access | Pima County Clerk of Superior Court Office at: 110 W Congress Street, Tucson, AZ 85701-1317 |
|
| Mail-In Requests | Pima County Clerk of the Superior Court Records Department: Pima County Superior Court 110 W. Congress Street, Room 241, Tucson, AZ 85701 |
|
Applicable Fees for Pima County Probate Court Record Requests
Access to Pima County court records may involve fees. Arizona public records law permits custodian agencies to charge reasonable fees for copies of documents. These may include search, certification, and copy fees. Typically, the charges for accessing Pima County probate court records may include:
- Search fees
- Per-page copy fees
- Certification fees
- Exemplification fees
- Online charges. If records are accessed through the Electronic Court Record (ECR) system, there may be fees for downloading or printing documents
- Mailing fees.
The Pima County Clerk of Superior Court Office charges $0.50 per page for copies of documents, $35.00 for certification, and $70.00 for exemplification.