Austin County, Texas
Austin County Clerk’s Office Client Story: Preserving the Records That Tell the Story of Texas
Few counties can claim to hold the original records that document the founding of a state. Austin County, Texas, is one of them.
As custodians of records dating back more than 200 years, the Austin County Clerk’s Office safeguards documents tied to Stephen F. Austin, the Old Three Hundred settlers, early Texas land grants, probate records of significant historical figures, election records, commissioner court minutes, and other irreplaceable pieces of Texas history. Over the years, the county has partnered with Kofile to preserve, digitize, and protect these materials while ensuring they remain accessible for future generations.
Diane Day, Austin County Clerk
The Challenge
Austin County’s records vault contains one-of-a-kind documents unlike those found in most jurisdictions. Among them are original land grants signed by Stephen F. Austin and records associated with members of the Old Three Hundred, the first families authorized to settle Texas. These documents sat alongside thousands of other historical records accumulated over two centuries. The challenge was multifaceted:
Identifying historically significant records hidden among decades of archived materials.
- Preserving aging documents that were deteriorating with time.
- Protecting records that carry significant historical value.
- Maintaining public access while ensuring long-term security.
- Creating a roadmap to preserve additional collections as they are discovered.
For Austin County Clerk Diane Day and Deputy Clerk Stephanie Kovar, preserving these records is about more than compliance. It is about stewardship.
“We definitely want to make sure that these records are kept safe, they’re protected, they’re not given away, they don’t fall into the wrong hands. We just want to be able to pass on the knowledge that we’ve learned and are still learning.”
– Diane Day, Austin County Clerk
The Solution
Austin County’s preservation journey began when their previous county clerk conducted a detailed assessment of records stored within the county’s vault. During that review, staff discovered original land grants signed by Stephen F. Austin. Further examination revealed the collection contained records associated with the Old Three Hundred settlers, documents historians determined were of extraordinary historical significance.
1. Secure Preservation of Historic Records
The original land grants were inventoried, counted, transported under strict security procedures, preserved by a dedicated restoration team, and returned to Austin County in archival-quality volumes. Every page was tracked throughout the process and secured under controlled conditions. Upon completion, the collection was returned to the county and placed in a protected storage environment with restricted access.
2. Digitization and Improved Access
In addition to preserving original records, Kofile provided digital images and indexing that made historical materials easier to search, locate, and access. This allowed researchers, staff, and members of the public to benefit from both the convenience of digital records and the authenticity of original documents.
3. Ongoing Historical Discovery
As preservation projects expanded into probate records and other collections, Austin County staff began uncovering additional historical treasures. Among them were records connected to notable figures in Texas history, including William B. Travis and Baron de Bastrop. New discoveries continue to emerge as the county inventories and evaluates additional collections.
4. Long-Term Preservation Strategy
Today, Austin County and Kofile are working together to develop future preservation initiatives focused on probate records, election records, commissioner court minutes, and other historically valuable collections. The goal is not only preservation, but also the creation of curated collections that help tell the broader story of Texas and Austin County.
The Results
The impact of Austin County’s preservation efforts extends well beyond records management.
The preservation and digitization of historical documents have improved access for researchers and residents interested in genealogy, local history, and family heritage. One resident researching his family’s cattle brands was able to use both preserved brand books and digital records to trace generations of family history. Seeing the original registered brand connected him directly to his ancestors in a way that digital access alone could not.
The work has also increased awareness of the historical significance housed within the Clerk’s Office. Community leaders, museum representatives, and local historians have expressed surprise at the depth and importance of the records preserved within the county vault. Documents approaching 200 years old continue to provide insight into the founding and development of Texas.
Most importantly, preservation efforts have created a framework for future discovery. As staff continue cataloging records and evaluating collections, new historical connections are being discovered, ensuring that Austin County’s story remains available to future generations.
Why Kofile Technologies
Austin County’s relationship with Kofile spans successive county clerks and many years of preservation projects. Throughout that time, county leadership has come to value the consistency, reliability, and expertise Kofile brings to complex preservation initiatives.
County officials credit Kofile not only with preserving records, but also with helping identify further opportunities to uncover and protect historically significant collections. The company’s ability to combine preservation expertise with digital access capabilities has helped Austin County balance two critical responsibilities: protecting original documents while making them accessible to the public.
Austin County’s vision is simple: learn what records exist, protect them, and ensure they remain available for generations to come. Through its continuing partnership with Kofile, the Clerk’s Office is preserving the documentary history of Texas.
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