Records Department

The Douglas County Records Department encourages and coordinates the systematic, cost-efficient creation, maintenance, and accessibility of official county government records. In establishing a records management program, the department ensures that information will be available as needed by government officials, employees, and the public, that obsolete records are disposed of in accordance with legal procedures, and that records of continuing value are preserved for research.

Open Record Requests

For other documents, you may make an open records request by emailing  Aubrey Britt. For land records or for criminal or civil case files, including divorce decrees, contact the Clerk of Superior Court at 770-920-7441. For birth, death, and marriage certificates, and for information related to wills or settling estates, contact Probate Court at 770-920-7249. For incident reports related to arrests, contact the Sheriff’s Department at 770-920-4920.

Georgia Open Records Act

The Georgia Open Records Act and related subtitles of Georgia law authorize a personal inspection of public records at a reasonable time and place by any citizen regardless of their state of residence, unless prohibited by a court order or otherwise exempted by law; however, no public official or personnel is required to prepare reports, summaries, or compilations not in existence at the time of an Open Records Request.

Time Expenditure Cost

The time expenditure cost will be calculated per hour of the lowest paid employee qualified to conduct the research of an open records request, with no charge for the first quarter hour of employee time expended. The requestor will be charged no fee associated with the monitoring of records’ inspection. Each photocopy will be $0.10 per page. Other fees may apply for different types of media and formats, for certified copies, or for mailing to compensate for the actual cost to the county. 

Payment may be made by cash, check or money order payable to the Douglas County Board of Commissioners.

Douglas County Record Retention Schedule

In accordance with the Georgia Records Act, the Douglas County Board of Commissioners on 6 June 2000 adopted the records retention schedule as approved by the Georgia Secretary of State’s Office and published as the Common Records Retention Schedules for County Government, as may be amended, and Common Records Retention Schedule for Courts, as may be amended.

Records Management

Records Definition

"Records" means all of the following made or received pursuant to law or ordinance or in performance of functions by any agency (O.C.G.A. 50-18-91):

• Books (Except Books in Formally Organized Libraries)
• Documents
• Letters
• Magnetic Tape
• Maps
• Microfilm
• Papers
• Other Material, Regardless of Physical Form or Characteristics

Douglas County Records Destruction

Each department head should routinely destroy obsolete records in accordance with adopted retention schedule. Use the conversion chart to convert volume to cubic feet (downloadable form). Additional information includes:

• The destruction of records shall occur only through the operation of an approved retention schedule (O.C.G.A. 5-18-102)
• Document the destruction of all public records
• The alienation, alteration, theft, or destruction of records by any person or persons in a manner not authorized by an applicable retention schedule is a misdemeanor (O.C.G.A. 50-18-102)