Records Division

Records Supervisor Kathy Cross
kacross@co.douglas.or.us

RECORDS:
The Records Division is responsible for maintaining accurate and complete records for the Douglas County Sheriff’s Office and other governmental agencies.  This division prides itself on professionalism and accuracy in managing records and databases for local, state, and federal requirements.

The division strives for prompt submission of all time-sensitive information, to include that for warrants, missing persons, property, and vehicles, into the Oregon Law Enforcement Data System (LEDS) and the databases of the National Crime Information Center (NCIC).  They meet all LEDS and NCIC records management requirements and attain “in compliance” ratings during LEDS and NCIC triennial audits. 

Clerks also carry out internal and external records requests as quickly and efficiently as possible when research and/or redaction is required.

CIVIL:
The State of Oregon mandates all county sheriff's offices maintain a Civil Division.  It is the duty of the sheriff to execute the process and orders of the courts and of judicial officers, when delivered to the sheriff for that purpose.  The Douglas County Sheriff’s Office is responsible for service of the following: summons, instructions, criminal and civil subpoenas, complaints, petitions, small claims, court orders, evictions, restraining orders, and numerous types of writs.

The sheriff also collects monies to satisfy judgments through wage garnishments, “till taps,” and property executions.  The sheriff seizes and sells both real and personal property at sheriff’s sales to satisfy judgments.

The number of papers received for service by DCSO is nearing 11,500 annually.  Oregon Revised Statues provide for the collection of fees for many types of process served by the sheriff. 

Civil Unit staff, who are trained in civil process, ensure all court orders are processed in accordance with Oregon law and the Oregon Rules of Civil Procedure. After ensuring the papers are complete, a civil deputy serves the documents to the person named on the paper or, if the law allows, to a responsible party.

The Civil Division's hours of operation are Monday through Friday, 8:00 a.m. - 5:00 p.m. (closed for lunch from 12:30 through 1:00 p.m.).  If you have questions, please call 541-440-4560.

CONCEALED HANDGUN LICENSING:
The Sheriff's Office Records Division issues concealed handgun licenses for the residents of Douglas County. Each new applicant fills out an application, is fingerprinted, photographed and an extensive criminal, civil, and mental health background check is conducted. Renewals go through the same procedure, except for the fingerprinting and handgun training. Learn more about concealed weapon permitting here.

DOG LICENSING:
The Sheriff’s Office records staff are responsible for maintaining a local data base for pet licensing. Every dog over 6 months of age is required to have a current rabies vaccination and county dog license.  State law and Douglas County Ordinance requires the license and anyone in violation is subject to fines. You can learn more about Animal Control by clicking here 

Records Section