About the Polk County Clerk's Office
Polk County's Superior Court record-keeping office is the Clerk of Superior Court. The current clerk is Stacie M. Baines. The GSCCCA clerk profile says she was elected in 2019 and lists the office at 100 Prior Street, Room 106, P.O. Box 948, Cedartown, GA 30125. The office is open Monday through Friday from 8:30 a.m. to 5:00 p.m., with phone 770-749-2114 and fax 770-749-2148. The profile identifies county code 115, Chief Deputy Resa Roberts, the legal organ as the Polk Standard Journal, and managed functions including Superior Court, Board of Equalization, and Jury Management.
The county Superior Court page describes the Clerk of Superior Court as a constitutional officer and says the office keeps and maintains records, supports orderly court business, and provides professional service. The office is the correct local starting point for Superior Court civil and criminal files, certified copies of Superior Court documents, jury-related questions, public terminal access, and clerk-linked record platforms. Probate Court separately handles probate, marriage, vital-record, weapons carry, and misdemeanor traffic functions.
Polk County Clerk of Superior Court
Clerk: Stacie M. Baines
100 Prior Street, Suite 106
Cedartown, GA 30125
770-749-2114
Fax: 770-749-2148
Monday-Friday, 8:30 a.m.-5:00 p.m.
What the Clerk Does in Polk County
The Clerk of Superior Court is the records office for Superior Court case filings and related clerk services. The office does not perform every search for the public. The Superior Court page specifically says the Clerk's office does not perform criminal searches or title searches, but public search terminals are available during regular office hours. That distinction is important for users who need a broad name search rather than a known case number or document request.
- Maintains Superior Court civil and criminal records, pleadings, orders, judgments, and related filings.
- Supports jury management and jury information, including the juror phone line and service instructions.
- Handles Board of Equalization records and clerk functions tied to the county's constitutional office.
- Provides public search terminals for courthouse research the staff does not conduct for users.
- Connects users to GSCCCA eCertification, FANS, Kofile, PeachCourt, and real estate filing channels.
The GSCCCA eCertification source is the clerk-linked path for certified digital document requests.
eCertification is useful when a requester needs a certified digital document instead of a plain viewing copy.
How to Request a Certified Copy
Certified copies are often needed for legal filings, appeals, name changes, benefits, property transactions, and agency submissions. For a Polk Superior Court document, start with the Clerk of Superior Court or the GSCCCA eCertification portal. The clerk can also clarify whether a requested record is available through public terminals, requires a direct counter request, or is restricted because of sealing, confidentiality, juvenile involvement, protected information, or court order.
- Identify the record type: civil case, criminal case, divorce decree, judgment, order, lien, deed, Board of Equalization item, or other clerk-held document.
- Gather the case number if known, party names, filing year, document title, number of copies, and whether certification is required.
- Use GSCCCA eCertification when the certified digital document path fits the request, or contact the Clerk's office at 770-749-2114 for counter instructions.
- Confirm the current copy or certification cost before paying, especially if pages, exemplification, mailing, or multiple certified documents are involved.
- For in-office research, use the public terminals during regular hours because staff do not perform criminal searches or title searches for users.
Records Request Form Fields
The research did not identify a single county-hosted universal request form for every clerk record type. A practical request should still include the same fields the clerk needs to locate and price a record. For online tools, field labels vary: eCertification focuses on certified document ordering, Kofile focuses on historic index selections, and courthouse terminal searching may require party names or file details.
| Field | Required | Notes |
|---|---|---|
| Case Number | No, but helpful | Use it when available for Superior Court civil, criminal, or divorce records. |
| Party Names | Yes | Include full names and alternate names, especially for older or divorce records. |
| Document Type | Yes | Examples include decree, order, judgment, pleading, lien, deed index, plat, or certified copy. |
| Filing Date or Year Range | Recommended | Kofile research may require year or range of years for historic index books. |
| Number of Copies | Yes | State whether each copy must be plain, certified, or exemplified. |
| Requester Contact | Yes | Provide phone, email, and mailing information for cost and pickup instructions. |
Polk County Clerk Fees
The research file included county-linked Magistrate Court copy fee examples but did not expose a complete Superior Court clerk fee schedule in HTML. Use the Clerk's office or official GSCCCA transaction flow for current Superior Court amounts. The visible county-linked schedule for Magistrate Court shows why current verification matters: copy charges, certified-copy charges, service fees, filing fees, and certified-mail charges can differ by record type and court.
When requesting Superior Court records, ask the office to separate search, copy, certification, mailing, and portal fees before payment. A plain copy for review is not the same as a certified document for court, a property closing, a benefits office, or an agency submission. If the document is old, archived, or tied to a historic index, the clerk may also direct the requester to Kofile or GSCCCA before quoting a final cost.
| Item | Amount |
|---|---|
| Plain copy per page | Confirm with Clerk of Superior Court |
| Certified Superior Court document | Confirm with Clerk or GSCCCA eCertification |
| Exemplified copy | Confirm before requesting |
| Search terminal use | Public terminals are available during office hours |
| Historic index document order | Confirm through Kofile or GSCCCA |
Common Clerk Forms
Polk's clerk-related online services are mostly portal based rather than a single downloadable form list. Civil and criminal e-filing is through PeachCourt. Real estate, deeds, liens, and UCC filing are handled through GSCCCA. Certified digital documents use eCertification. Historic indexes for plats and deeds use Kofile Quicklinks. Beginning March 2, 2026, the Superior Court page says the office accepts mail-in renewal notary public applications through GSCCCA, but not first-time notary applications.
The notary renewal change is narrow. The county page says renewal applicants fill out the Georgia Notary Online Application, authorize payment, print a copy, follow packet instructions, and mail the renewal packet to the Superior Court Clerk. First-time notary applicants are excluded from that mail-in renewal process, so they should not assume the same steps apply.
- GSCCCA eCertification - certified digital court document requests.
- FANS - free filing activity notification registration and login.
- Kofile Quicklinks - historic Polk index books for plats and deeds.
The GSCCCA FANS source is the free filing activity notification system promoted by the Clerk's office.
FANS is especially relevant to property owners because Polk's clerk news described it as a fraud-prevention alert tool.
Mail and Online Filings
Online access for Polk clerk records is split by record function. Use PeachCourt for civil and criminal e-filing. Use GSCCCA for real estate, deeds, liens, UCC, eCertification, FANS, and mail-in renewal notary application steps when that 2026 process applies. Use Kofile for historical index books, including plats from 1940 to 2020, deeds from 1969 to 1979, and plat document books volumes A to Z. Kofile's Polk landing page says the service gives remote access to historic index books as an alternative to courthouse-only access, but corresponding deed book images may still require GSCCCA.
For courthouse research, the most important local limit is the Clerk's stated search policy. The office does not perform criminal searches or title searches for the public, so a person seeking a broad name search should plan to use public terminals during regular hours or gather a more specific case number before requesting a copy. That policy protects staff time and also explains why a phone call may not produce the same result as an in-person terminal search.
Jury management is another Clerk of Superior Court function. Polk jurors use the jury information line at 770-749-2036 and are told to call Sunday evening before their report date, then after 6:00 p.m. during trial weeks if instructed. Juror records are not the same as public case records, but the jury line and service-day details belong with the clerk because the GSCCCA profile lists Jury Management among the office's managed functions.
The Polk County news source includes the clerk-related public notice about a stopped property-sale scam and FANS outreach.
That local news context explains why filing alerts and property-record monitoring are part of practical clerk record access in Polk County.