Departments » Clerk of Superior Court

Clerk of Superior Court

Contact: Tammy Howard - Clerk of Superior Court

8700 Hospital Drive - Main Floor, Douglas County Courthouse
Douglasville, Georgia 30134
Phone: 770.920.7252

clerksuperiorcourt@co.douglas.ga.us


The new case management system is now live. Attorneys can request an ID and Password by e-mailing their request to clerksuperiorcourt@co.douglas.ga.us.

The Clerk of Superior Court is a Constitutional Officer, meaning the position was created by act of the Legislature in the state constitution, and has been a county constitutional officer since the framers of the Georgia Constitution of 1798 provided for election of the Clerk of Superior Court in each of Georgia's counties. The Clerk is the person responsible for protecting the integrity of public records and public funds. The Clerk receives, manages, and processes all court documents, collects and disburses all court fees, fines, and costs, and provides the public with access to court records. As keeper of public records, the Clerk records deeds, mortgages, and notaries public. Citizens' case files, court records, property deeds, and mortgages are handled and protected by the Clerk; an impartial officer elected.

Courts ~ the Clerk's Original File is the Official File of the Court:
Criminal and Civil documents are filed and maintained in the Clerk's Office. Each case is assigned a case number and Judge. 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 local and State agencies.

Passport Applications
Where to Apply:
Superior Court Clerk
8700 Hospital Drive
Douglasville, GA 30134

Hours:
Monday-Friday
8 a.m. - 3:30 p.m.

Fees for Passports:
We do not accept debit/credit cards for payment. Two separate payments must be made:

• Acceptable forms of payment for U.S. Department of State: personal check or money order
• Acceptable forms of payment for Clerk of Superior Court execution fee: cash, personal check (local bank with a local address), or money order

Additional Information:
Adult Passport Applicants should bring the following items when applying:

• Completed application: DS-11 is to be completed in BLACK INK ONLY. Forms may be accessed at: www.travel.state.gov
• Certified copy of birth certificate or original naturalization certificate, valid state issued ID or US Passport
• Passport photograph - photos are NOT made on site
• Minor Passport Applicants are asked to bring the same documents as an adult applicant and must be accompanied by both parents when applying.
  
• In the event that one parent is not able to accompany minor, for DS-3053 must be completed, notarized, and brought in along with a copy of the parent's state issued ID, front and back, or US Passport.

ALL APPLICANTS MUST BE PRESENT INCLUDING MINORS

For application forms and information on required documentation and fees, please call 770-920-7252 or visit the only official website for passport information: www.travel.state.gov

Jury Pool (Grand and Traverse):
State law changed in 2012 which expanded the local jury pool to include every citizen who legally is eligible. Every resident who is at least 18 years old, a citizen of the county, and has registered to vote, has a Georgia driver's license or a state-issued identification card will be eligible for jury duty.

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 2016, the Clerk's Office filed more than 34,000 real estate documents (warranty, quit claim, security, cancellation, liens, plats, etc.) and UCC Financing Statement documents for Douglas County properties. The Clerk's Office is able to record approximately 1100 pages per deed book, and in the year 2016, over 100 deed books were recorded. The Real Estate Division of the Clerk's Office is responsible for receiving, processing, indexing, scanning, linkin and transmitting documents as well as collecting and disbursing all fees relation to Real Estate, including Real Estate Transfer Tax 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 as well (see green bar to the right for link).

Other Records and Services:

• Federal, State, and County tax liens and FiFa's are sent to the Clerk's Office for filing by the issuing agency.
  
• 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 scanning department.
  
• 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.

Temporary Protection Orders
The following agencies/organizations help in certain cases with the writing and filing of Temporary Protection Orders. The Clerk of Superior Court is providing this information as a courtesy, and this is not to be considered an endorsement of their services.
Douglas County Task Force: 678.715.1196
S.H.A.R.E. House: 770.949.0626.

*MANDATORY E-FILING OF CIVIL CASES*
Welcome to Civil e-Filing. To setup your eFileGA account and electronically file your civil or family case, Click Here for On-line Filing. The Self Help section contains Training Videos, FAQs, User guides, Self Service and Web Training Sessions to help make the E-Filing process easier. Civil cases can also be e-Filed from the Clerk of Superior Court's Office using PAT (Public Access Terminal). PAT's are available Monday thru Friday, 8:00AM to 4:30PM. If you are filing Pro Se, you will need to know what documents to file and how to file.

E-Filing Instructions

**READ ALL INSTRUCTIONS BELOW TO MINIMIZE THE CHANCE OF YOUR FILING BEING REJECTED **

Exhibits
If you have exhibits to pleadings, the exhibits should be part of the lead document. If filing exhibits separately, include a notice of filing (filing code "Notice of Filing") as the first pleading, and use the filing code "Exhibit" for each exhibit cited in the notice of filing.

Filing Codes
Use a separate filing code for ALL Original Signed Pleadings. We provide a comprehensive list of filing codes for you to select from. If you are unable to find a code that matches your pleading, please choose the code that most closely matches and include the actual title of your pleading under the “filing description”. The following forms and pleadings also require a separate filing code: Case Initiation Form, Case Disposition form, Sheriff Service, Standing Order, Verification, and Proposed Order.

Common Reasons for Rejection
-The filing code does not match the document. See the filing code section for instructions.
- This Case cannot be E-filed. See the Mandatory E-File Order for Case Type Restrictions.
- Exhibit(s) filed incorrectly.Go to Exhibits section for instructions.
- Filed in the wrong County.
- Filed in the wrong Court Location.
- Signature is missing.
- Incomplete information.
- Payment is required.
- Use a separate filing code for each document.See the Filing code section for instructions.

If you have questions about the Civil E-filing process, please contact our direct support number for assistance (Superior Court) 770-920-7252.