Polk County Clerk of Courts & Comptroller has launched a new system for searching court records online.
Click here to access Polk Records Online.
Public Records Online features many improvements over our existing systems:
- The user experience of the new system is friendlier and easier to navigate.
- The new system features automated password resets and easy-to-remember usernames.
- Documents are displayed using PDF, which eliminates the Java issues many people have encountered with our existing systems.
- Users can search all courts through a single search, and all cases display information identically.
- The system is compatible across most devices.
If you currently have access to one of our existing court systems or would like more information, please read the following.
In March 2014, the Florida Supreme Court ended the 10-year moratorium on electronic access to court documents, which permits Florida Clerks to post records online for public access. Our current systems are not compliant with the Supreme Court Administrative Order (AOSC 15-18), and a new system is needed to comply with the order. The order includes complex security rules that define 10 different user roles and the information that each is able to access online.
Users wishing to have more advanced (or elevated) access than the basic “anonymous” user role must register for credentials and submit a notarized contract, even if you’re already registered with our current systems. Registration is available at https://pro.polkcountyclerk.net/PRO.
Once the Florida Supreme Court gives final approval of our new system, our old systems will be required to be discontinued. The Polk County Clerk expects the approval to come before the end of February, so we encourage you to register as quickly as possible.
Several changes will occur as the new system is implemented:
- The information attorneys can access remotely and the time it takes to access the information will change.
- Attorney of Record: Attorneys who are listed as the “attorney of record” on a case will have access to most all records for that case, including non-redacted, confidential information. Currently, all attorneys are only able to see non-confidential records.
- Non-Attorney of Record: If you are not the “attorney of record” on a case, you are considered a “registered user”. You will only be able to access non-confidential information. It may take longer to access information than it currently takes because some records with elevated security requirements will require the Clerk’s office to review them before they can be accessed online. We must do this to ensure the appropriate information has been protected before it's put online. This review process is referred to as "VOR" for short. The progress docket will be available online though.
- Most of the criminal records won’t require the VOR process because most don’t contain the 22 protected items that Rule of Judicial Administration 2.420 requires us to keep confidential.
- In addition, attorneys of record will be removed from the case upon the termination of a proceeding following the expiration of any applicable time for appeal, unless an appeal has been filed (Rule of Judicial Administration 2.505).
- The new system features a “gatekeeper” role. Gatekeepers act as the administrators for users in your office or firm and can register other non-attorney users. However, attorneys must register themselves; they cannot be registered by a gatekeeper.
- Non-attorneys in the office will have registered user access. This access level is not the same as the attorney of record and not the same as they have now under our current system.
- General public can view court documents. The general public will not be required to register for credentials in order to view available documents remotely. This user role is called “anonymous” in the security matrix. The matrix requires the VOR process on most documents before they can be viewed by an anonymous user. Family, Juvenile and Probate documents cannot be viewed by these users.
- “Registered users" will have additional access to view some Family and Probate documents after they have gone through the VOR process. These users will not gain access to confidential documents.