Clerk of Superior Court Rhonda Payne
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The Clerk of Superior Court serves as the Clerk to the Superior Court of the Douglas Judicial District and the State Court of Douglas County. The Clerk's Office is the custodian of Court records dating back to 1871, and they include criminal and civil cases, real estate records, financing statements, intangible tax collections, trade name applications, notary public applications, criminal fine collection and disbursement, passport applications, and military discharge records (DD-214).
The Clerk of Superior Court Office is open from 8:00 a.m. - 5:00 p.m., Mondays - Fridays.
Courts ~ the Clerk's Original File is the Official File of the Court:
All criminal and civil cases are filed and maintained in the Clerk's Office. Each case is assigned a case number and Judge. In 2001, there were over 2200 criminal and 3100 civil cases filed in the Clerk's Office. Each civil case can have numerous parties as plaintiff or defendant. The District Attorney's Office, the Public Defender's Office, private attorneys, plaintiffs and/or defendants file all original documents pertaining to a case in the Clerk's Office. Once a criminal case is sentenced or closed, the Clerk's Office processes the necessary paperwork to send to the applicable State agency. The Clerk's Office collects the fines, either from the individual or through the probation office, whichever is applicable, and processes and disburses the fine monies to twelve local and State agencies.
Sustain ~ Case Management System:
In August 1993, the Georgia Court Automation Commission provided the Douglas County Clerk of Superior Court with the Sustain software at no cost to Douglas County taxpayers. The Clerk's Office continues using Sustain to this day. All criminal and civil cases are entered into the Sustain system, allowing computerized updates for new information, Court dates, disposition of cases, etc., in an efficient and timely manner. Sustain is used to print Court calendars, notices, and reports.
Jury Pool (Grand and Traverse):
Jury Commissioners are responsible for preparing a balanced jury box. The jury box must comprise a cross-section of the community, adequately representing each identifiable group in the County population. Eligible names for the jury box can be taken from the voter's list, driver's license list, personal knowledge, etc. The law provides for the following excusals/deferrals from jury service when a called juror completes and returns an affidavit that is provided on the back of the jury summons:
- OCGA 15-12-1(2) full-time student at a college, university, vocational school or other postsecondary school;
- OCGA 15-12-1(a)(1) primary caregiver which has active care and custody of a child under six years of age, and there is no reasonable available alternative child care;
- over 70 years of age;
- permanent medical excuse statement provided by a doctor;
- primary teacher in a home school program (Home Study Code Section (c) 20-3-690;
- service member on ordered military duty
- convicted of felony unless your rights have been restored.
Real Estate and Uniform Commercial Code (UCC) Filings:
In 2001, the Clerk's Office filed more than 38,000 real estate documents (warranty, quit claim, security, cancellation, liens, plats, etc.) and UCC Financing Statment documents for Douglas County properties. The Clerk's Office can record approximately 1100 pages per deed book, and in the first six months of 2002, over 113 deed books have been recorded. The real estate division of the Clerk's Office is responsible for receiving, processing, recording, indexing and processing all fees relating to real estate, including the collection of real estate transfer taxes and intangible taxes. UCC documents are scanned to the Georgia Superior Court Clerk's Cooperative Authority where they are indexed and listed on their web site (see green bar to the right for link).
Other Records and Services:
- Federal, State, and County tax liens are sent to the Clerk's Office for filing by the issuing agency.
- FiFa's are recorded in the General Execution Docket.
- DD214, Military Discharge Records, are recorded at no charge to the veteran and they are no longer public record.
- The Clerk's Office has an in-house microfilm department that films all civil and criminal files.
- Real estate, UCC and civil protective orders are scanned and transmitted to the Georgia Superior Court Clerk's Cooperative Authority.
- The Clerk's Office processes appeals to the Court of Appeals and the Supreme Court.
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