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Hays County Clerk outlines digitization, probate auditing and customer-service projects
Summary
County Clerk Elaine Cardenas told commissioners her office has expanded preservation and digital access projects, added a probate auditor and plans outreach to remote residents and improved court record services.
Hays County Clerk Elaine Cardenas briefed Commissioners Court on Feb. 11 about recent and planned changes in the County Clerk's Office, highlighting digitization and preservation of historical records, a newly created probate auditor position and steps to expand public access to records.
Cardenas said the office budgets roughly $500,000 a year for preservation and digitization and has completed preservation of probate records through the 1940s. She described a two-track mission: customer service, internal efficiency and long-term preservation of original records, and said the office is receiving statewide recognition for innovations such as auto-indexing using an AI vendor and online marriage license processing.
The clerk introduced new and recent hires: Robert Mach as division director for courts and Ram Sidi as probate and guardianship auditor. Sidi, an attorney with expertise in probate and guardianship, now functions as a staff attorney and helps address vulnerabilities identified in an Office of Court Administration audit of guardianship records.
Why it matters: Cardenas said preserving original records and making them searchable is vital for legal certainty, title searches and research. She said backlog reduction in probate and guardianship has been aided by the newly created probate-auditor role, and emphasized coordination with courts as the office expands remote services and community outreach for residents who lack computer access.
Selected details reported to court - The office is using automated indexing (auto-indexing) to reduce manual work and speed access to property records. - The probate and guardianship auditor position was added after OCA recommendations; staff report backlog and audit risks are improving. - The office budgets about $500,000 annually for preservation and digitization; some individual book repairs may cost up to $10,000. - Online marriage license services expanded; staff can issue remote marriage licenses for out-of-state or foreign applicants.
Cardenas asked for continued court support for records preservation and said her office will seek authorization for additional staffing where audits identify need, including potential investigator support for guardianship and probate oversight. Several senior deputies and division directors spoke briefly about services, including birth and death records, archived property records dating to 1848 and public-facing customer service priorities.
Ending: Commissioners thanked the clerk for the briefing and directed staff to coordinate on future resource requests; Cardenas said she would return with more detailed proposals for staffing and outreach.
