Polk County, Georgia
Polk County Clerk of Superior Court
Polk County, Georgia transformed access to critical land and court records by digitizing decades of physical documents and preserving historically significant materials. By partnering with Kofile, the Clerk of Superior Court’s office improved efficiency, reduced in-office traffic, and created long-term preservation solutions all while maintaining a strong, community-centered approach to service.
Stacie Baines
The Challenge
Polk County’s Superior Court faced several operational and service challenges common to smaller jurisdictions:
- Limited physical space created delays for title searchers and constituents accessing records in person
- High foot traffic from attorneys and researchers disrupted daily workflows
- Manual access to deed books and records slowed staff productivity
- Undiscovered or deteriorating historical documents risked permanent loss
“For a small office, we just didn’t have the space… it was important to get things digitized to cut down foot traffic.”
The Solution
Working with Kofile, Polk County’s Superior Court implemented a phased approach:
1. Records Digitization & Indexing
- Digitized deed books and records for online access
- Leveraged professional indexing to improve accuracy and usability
2. Remote Access Enablement
- Enabled attorneys, title searchers, and the public to access records online
- Reduced in-person dependency, especially during COVID-19 restrictions
3. Historical Preservation
Identified and preserved unique artifacts, including:
- An 1851 landlocked map discovered in a discard pile
- An original subdivision plat on fabric
The project also led to restored and framed documents for long-term protection and display and established plans for a dedicated historical archive space within the records vault.
The Results
The project improved operational efficiency by eliminating the need for staff to repeatedly retrieve physical record books and reducing interruptions from in-person requests. Public access was significantly enhanced, enabling attorneys and title searchers to work remotely with digital records and dramatically decreasing office foot traffic. The Superior Court also strengthened service delivery through faster response times and more consistent access to accurate information, while preserving its history by restoring and protecting previously overlooked historical documents and planning a curated historical display within the Superior Court Clerk’s office.
Why Kofile Technologies
The Superior Court’s long-standing partnership with Kofile has been built on reliability, accuracy, responsive support, and a strong understanding of the community’s needs. That value became especially clear during a recent digitization and indexing project in which the Court was required to select a lower-cost vendor. The project experienced extended timelines, repeated corrections, and remains incomplete, reinforcing the importance of quality and service in records modernization. As the Clerk noted, “Cheaper is not always better. You get what you pay for.”
In contrast, Polk County’s experience with Kofile has consistently delivered accurate results, dependable support, and trusted relationships that help the Superior Court Clerk’s office continue modernizing access to records for constituents and legal professionals while preserving historically significant materials. According to the Clerk, “We can call or email and somebody always responds… [Kofile’s] not just a person on the end of the phone.”
The Superior Court remains committed to balancing innovation with preservation, recognizing that choosing the right partner is essential because accuracy, reliability, and service cannot be compromised for price.
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