About the Harmon County Court Clerk
The Court Clerk runs the records counter for the Harmon County District Court at the courthouse in Hollis. The current clerk is Stacy Macias. Her office records, files, and maintains every proceeding that moves through the District Court, from a small claims case to a felony, a divorce, or an estate. When a judge signs an order, the Court Clerk files it, dates it, and makes it part of the official case record.
Oklahoma assigns broad duties to this office. The Oklahoma State University Extension describes the Court Clerk as the official who keeps trial dockets, case files, journals, and appearance dockets, collects and distributes court fines, fees, and costs, issues subpoenas and court process, and issues marriage licenses. In a small rural county, the same staff that opens a new case at the counter may also be the people who certify a copy or take a payment, so a quick call ahead helps.
Harmon County Court Clerk
Court Clerk: Stacy Macias
114 W. Hollis
Hollis, OK 73550
580-688-3617
Fax: 580-688-2900
Hours: call before visiting
What the Court Clerk Handles in Harmon County
The Harmon County Court Clerk keeps the records side of the District Court. That covers the case file from the first filing to the final order, plus the dockets, journals, and money that flow through each case. If a record was created by a District Court matter, the Court Clerk is the office that holds the official version.
The main record groups kept by this office include the following.
- District Court case files for civil, criminal, family, and small claims matters
- Trial dockets, appearance dockets, and court journals
- Marriage licenses and divorce files
- Probate, guardianship, and estate files
- Traffic and misdemeanor filings handled at the District Court level
- Court-issued warrants, failure-to-appear entries, and case-status records
- Certified and plain copies of court filings and orders
Marriage and divorce questions run through this same office. Couples apply for a license here, and certified copies of a divorce decree come from the Court Clerk rather than a separate vital records counter. The county's marriage and divorce records page covers that process in detail.
Court Clerk vs County Clerk in Harmon County
Oklahoma splits its county records between two different clerks, and people mix them up often. The Court Clerk keeps court case files. The County Clerk keeps land and property records. They sit in the same courthouse, but they hold different things, and asking the wrong one wastes time.
The Harmon County County Clerk is Kara Gollihare. That office records deeds, mortgages, plat maps, oil and gas leases, mineral records, liens, and other recorded instruments. Those documents are searched through the OKCountyRecords land portal, not through a court docket system. The County Clerk does not hold criminal cases, divorce files, or probate files. Use the table below to send each request to the right counter.
| Record Need | Court Clerk | County Clerk |
|---|---|---|
| Criminal or civil case file | Yes | No |
| Marriage license or divorce decree | Yes | No |
| Probate or guardianship file | Yes | No |
| Deed, mortgage, or lien | No | Yes |
| Mineral, plat, or land records | No | Yes |
| Certified copy of a court order | Yes | No |
Note: law-enforcement records such as jail booking sheets and incident reports come from the Sheriff's Office records division, not from either clerk.
Searching Harmon County Court Records Online
Most people reach Court Clerk records online before they ever call the office. Two free statewide systems cover Harmon County District Court cases. The first is OSCN, the Oklahoma State Courts Network, which lets a user pull a case by number when Harmon County District Court is selected. The second is ODCR, On Demand Court Records, which lists Harmon as a participating court and supports name, case number, case type, and date searches.
ODCR is often the better starting point for a broad public search. Its status page shows that Harmon County records reach back to August 3, 2002 and update on an hourly schedule. A search can be filtered by case type, which separates criminal felony and misdemeanor matters from civil, family, probate, guardianship, protective order, traffic, and marriage license categories. For a wider walkthrough of both systems, the Harmon County court records page steps through each search field.
Online dockets are a search aid, not the official file. OSCN case pages warn that the information posted online is not the official record and should be verified with the record keeper. Older files, sealed matters, and documents that were never scanned will not appear in either system. For any of those, the Court Clerk is the only office that can confirm what exists and provide a certified copy.
Note: a docket that shows a balance owed or a warrant entry still needs clerk confirmation, since an online payment does not automatically recall a court warrant.
County Clerk Land-Record Fees in Harmon County
When a request involves land or property documents rather than a court case, it goes to the County Clerk, and that office does publish a fee schedule. These amounts apply to recording and copying deeds, mortgages, plats, and similar instruments through the County Clerk, not to court case copies. They are listed here so the contrast between the two offices is clear.
| County Clerk Item | Amount |
|---|---|
| Preservation fee per document filed | $10 |
| First page of deeds, mortgages, and other instruments | $8 |
| Each additional page | $2 |
| Photographic or printed copy | $1 per page |
| Certification | $1 per page |
| Plat of one block or less | $10 |
| Documentary stamp tax | $0.75 per $500 |
These figures come from the County Clerk fee schedule published through OKCountyRecords. They do not set the price of a court case copy. Court copy and certification charges are handled separately by the Court Clerk, as the next sections explain.
How to Request a Certified Copy
A certified copy is a copy the clerk attests as a true match of the official record, complete with a stamp or seal. Courts, banks, and government agencies usually require a certified copy rather than a plain printout. A page pulled from an online docket is not certified and is generally not accepted as proof.
- Find the case first. Search ODCR or OSCN by party name or case number, and write down the case number, the case type, and the filing year so the clerk can pull the right file.
- Call the Court Clerk at 580-688-3617 to confirm the file exists, whether the document is public, and the current copy and certification charge before you send anything.
- Submit the request in person at 114 W. Hollis or by mail or fax to 580-688-2900, listing the case number, the parties, the exact document, and how many certified copies you need.
- Pay the amount the clerk quotes. Do not mail payment before the office confirms the figure, since Harmon-specific mail and payment instructions are not posted online.
- Pick up the certified copy at the counter or wait for it to arrive by mail, depending on how the request was filed.
What to Include in a Harmon County Court Clerk Request
Harmon County does not post a standard online court-copy request form, so a request is best made as a clear written note or phone call that gives the clerk everything needed to locate and certify the file. The items below are the details that keep a request from bouncing back, framed as what to include rather than an official form.
| Request Item | Required | Notes |
|---|---|---|
| Case Number | Helpful | Speeds the search; pull it from ODCR or OSCN if you have it. |
| Party Names | Yes | Use the Last, First format and include both sides of the case. |
| Requester Contact | Yes | Name, mailing address, and a phone number for the fee quote. |
| Copy Type | Yes | State plain copy or certified copy; legal use needs certified. |
| Number of Copies | Yes | List how many of each document you need. |
| Fee Payment | Yes | Pay the amount the clerk quotes; do not send money in advance. |
Sealed cases, juvenile files, adoption records, and protected identifying details are not released on an open request. Those require proof of authority or a court order, and the clerk reviews each one individually.
Harmon County Court Clerk Copy Fees
Court copy and certification charges in Oklahoma are set by state law, mainly under Title 28. A Harmon-specific court-clerk fee page was not published in the sources reviewed, so this page does not list a court copy price. Inventing a number would only mislead a reader who shows up with the wrong amount.
The safe step is to confirm the current figure with the office before sending a request. Ask the Court Clerk what it charges for a plain copy, a certified copy, certification, authentication, a marriage license, a divorce decree copy, a probate copy, and any traffic payment. You can read the fee statute itself in the official Title 28 document, but the clerk applies the current rate at the counter.
When to Call the Court Clerk Before Visiting
Harmon County is rural, and the courthouse staff is small. A phone call ahead is worth the few minutes it takes. The office did not publish parking, security screening, or set public hours online, so a quick check avoids a wasted drive across the county or in from Texas.
Call ahead in these situations.
- You need a certified copy and want to confirm the file and the fee first
- You are mailing a request and need the correct payment amount and address
- The case is older than the 2002 online coverage or never appeared in a search
- You think a record may be sealed, restricted, or require a court order
- You are applying for a marriage license and want to confirm what to bring
The Court Clerk cannot give legal advice or tell a person how a case will turn out. Staff can confirm what the file holds, explain how to request a copy, and take a filing. For questions about how cases move through the system, the Harmon County District Court page covers the trial court itself, while the County Clerk handles any land or property record that falls outside the court system.