WHAT YOU'LL FIND

At almost any given time, you can find someone in the clerk's office, scrolling through information on a computer screen or peering at information in a large book.

Many types of records are kept on file at the clerk's office, including land records, deeds of trust, certificates of satisfaction, marriage licenses, divorce decrees, criminal, chancery and law records, financing statements and judgments, power of attorney, military discharges and adoption records.

Wills are also kept for safekeeping. Any county resident can bring the original copy of his or her will to be stored in the office. The will is sealed and cannot be opened or viewed by anyone until the executor opens it upon the death of its testator, or owner.

There is a $2 fee for keeping the will, regardless of how long it is kept in the clerk's office. Once the testator of the will dies, the will is entered into record and can be viewed by the public.

Not all records in the clerk's office are available to the public, however. Any records concerning a juvenile, including court and adoption records, are sealed and cannot be viewed by the public. Military records are also sealed. And any record containing a social security number cannot be viewed by the public.

Many might not be aware of what vast information the clerk's office contains.

When recording a deed, people only come to the front counter in the office. But when researching records, they enter into two other rooms containing the records.

The walls are covered with drawers and shelves that house bound volumes of records. There is literally not a bare space within. And although the mountains of records may seem intimidating to some, Tate is quite at home. "Here are where financial records are kept, and over there are land deeds beginning in the 1880s," Tate explains as he points to various spaces. He seems to have the location of everything committed to memory.

Tate noted that his office is one of the few clerk's offices in the state that still keeps both written and computerized records.

Items recorded since Jan. 1, 2001 are on a computer system. Visitors to the clerk's office can look up records such as marriage licenses and deeds by the computer and/or by hard copy. Although he would love to see all records entered into the computer system, his office just doesn't have the funds, Tate said. A state grant paid to have records dating from 2001 entered into the computer.

The circuit court clerk's office is also a great place to research genealogy. Attorneys, bank employees and surveyors also use the office to research land deeds.

OTHER FUNCTIONS

The clerk's office has many other functions too, some of which folks might not be aware of.

In addition to recording deeds, residents can obtain passports, get a notary certificate, apply for a concealed weapon's permit or get a marriage license in the clerk's office.

Another major function of the circuit court clerk takes place in the courtroom. When a judge is holding circuit court, Tate must be present to take minutes of the court proceedings.

He is also responsible for having a jury panel ready. Although many people think names for a jury pool come solely from voter registration records, this isn't the case, says Tate. Jury selection comes from a merged list that includes residents who own a vehicle, have a driver's license or are registered voters.

STAFF, OFFICE HOURS

The position of circuit court clerk is a constitutional one, meaning that it is an elected position. Each term consists of eight years. Tate's present term will end Dec. 31, 2007.

In addition to the clerk, four other employees keep the office on track.

The clerk's office is open Monday through Friday from 8 a.m. to 4:30 p.m. However, knowing that many people cannot come to the court house during regular business hours, Tate has made it a practice during his 13 years of service to come in during evenings or weekends to accommodate the public.

Call the clerk's office at (276) 926-1616 for more information.