About the Marshall County County Clerk
Gloria Salazar serves as the Marshall County County Clerk. The County Clerk is the registrar of deeds and the custodian of records for the county. That means the office records, indexes, and stores the legal documents that prove who owns land, who holds a mortgage, and who has placed a lien. It also keeps the financial ledgers of county government and prepares warrants for payment of approved county claims.
The clerk works with a small deputy staff. Viza Haley is the First Deputy and Bobbi Dorer is the Second Deputy. Together they record new filings, pull copies for the public, post meeting agendas, and write down the proceedings of the county boards. The office sits inside the courthouse square area in Madill, a short walk from the courtrooms and the other county offices.
Marshall County County Clerk
Clerk: Gloria Salazar
219 Plaza
Madill, OK 73446
Mailing: PO Box 824, Madill, OK 73446
580-795-3220
Fax: 580-795-7596
marshallcntyclrk@sbcglobal.net
Hours: 8:30-12:00 and 12:30-5:00
What the Marshall County County Clerk Does
The duties of this office reach across land, money, and meetings. The clerk is the gatekeeper for recorded real-property documents, so almost every deed and mortgage in the county passes through this counter at some point. The office also acts as secretary to the Board of County Commissioners and other county boards, which means it keeps the written record of public business. One duty that surprises many residents is the judgment docket. When the District Court enters an order that affects real property, that order is noted here so it shows up against the land.
- Records and indexes deeds, mortgages, liens, releases, and plats
- Serves as secretary to the county boards and records their proceedings
- Posts board agendas and public meeting notices
- Reviews county claims and prepares warrants for payment
- Keeps the county's financial ledgers
- Maintains the judgment docket for District Court real-property orders
- Keeps the published list of copy fees for open records
Because the County Clerk holds the open-records fee list, this is also the office that sets the price for copies of most county documents. Anyone planning a large records pull should check those rates first.
Searching Marshall County Land Records
Land records are the most-requested files this office holds. Marshall County publishes its recorded documents through the OKCountyRecords land-record portal, which the official county site links from the County Clerk page. The portal lets the public look up grantor and grantee names, document types, and book and page references without a trip to Madill. You can read more about the system and start a search through the Marshall County land-record portal.
Online coverage does not reach all the way back. The portal carries indexed record data from October 1985 forward and scanned document images from January 1986 forward. Anything older than that is still on file, but you will need to call or visit the County Clerk to have staff pull it from the physical books. The portal screen keeps its tools simple, and the main controls are listed below.
| Field or Control | Type | Notes |
|---|---|---|
| Search | Text box | Main public search box for names and document references; indexed from October 1985, images from January 1986. |
| Advanced Search | Link | Opens added filters not shown on the simple screen. |
| Book list | Link | Browses recorded-document books by volume. |
| Plat maps | Link | Opens recorded plat maps for subdivisions and blocks. |
| Fees | Link | Shows the copy and recording fee schedule. |
| County website | Link | Returns to the official Marshall County site. |
Note: Online images are a research convenience, so a certified copy for a sale, loan, or court matter must still come from the County Clerk's counter.
How to Request a Copy or Search Land Records
Most people who contact this office want one of two things: a copy of a recorded document, or confirmation that a document was recorded. The path is the same whether you start online or in person. Have the names and, if you can, a book and page number ready before you begin, because that narrows the search fast.
- Identify the document by owner name, document type, or book and page reference.
- Search the OKCountyRecords portal for filings dated October 1985 or later.
- For older records or images you cannot find online, call the County Clerk at 580-795-3220 or visit 219 Plaza in Madill.
- Tell the staff whether you need a plain copy or a certified copy, and how many pages.
- Pay the posted copy fee, then pick up the copies at the counter or arrange mail delivery.
Requests by mail go to PO Box 824, Madill, OK 73446. Email questions can go to the office address, though certified copies and payment are handled at the counter.
Marshall County County Clerk Fees
The County Clerk publishes a recording and copy fee schedule on the official county fee page. Recording fees are set by state law and apply per page, while copy fees are flat per-page charges. The most common charges for the public are shown below. The full schedule, including tax-warrant, federal-lien, and judgment fees, is posted on the county fee page.
| Item | Amount |
|---|---|
| Certified copy | $1 |
| Copy fee per page | $1 |
| Real estate first page | $8 |
| Real estate each additional page | $2 |
| Preservation fee | $10 per document |
| Non-conforming document | $25 |
| UCC lien | $8 |
| Plat, 1 block or less | $10 |
| Documentary stamp tax | $0.75 per $500 of value |
The documentary stamp tax applies to deeds based on the sale price, and the county fee page cites Title 68, Section 3201 for it. A preservation fee of $10 is added to each document filed, which funds the work of saving and digitizing the county's records.
Recording Deeds with the County Clerk
Recording a deed is more than handing it across the counter. Oklahoma sets format rules, and Marshall County added a current requirement that catches some filers off guard. The County Clerk page spells out the rule plainly so that deeds are not rejected at intake.
Important. Effective 11/1/2023, every deed presented for recording in Marshall County must have an affidavit attached as an exhibit that complies with 60 O.S. 121. The affidavit must use the form issued by the Oklahoma Attorney General.
The Attorney General deed-affidavit form and other county documents are reached through the official forms area. A deed that fails the format rules is treated as non-conforming, which adds a $25 charge plus extra per-page fees. Filers who want to avoid that should review the rule and grab the right form before they visit, using the county forms page as a starting point.
Open Records and the Marshall County County Clerk
County Clerk records are public records under the Oklahoma Open Records Act, which is found at 51 O.S. 24A.1 and following. Under that law, records held by public bodies are open for inspection and copying during regular business hours unless a statute makes a specific record confidential. The County Clerk's deeds, board minutes, and financial ledgers fall squarely in the open category, which is why the office keeps a published copy-fee list for anyone who asks.
Copies from the Board of County Commissioners follow their own posted rules, and those rules are stricter on payment than most counters. They are worth knowing before you arrive.
- Payment is cash or check only.
- Checks are made payable to Marshall County Commissioners.
- Fees are paid in advance.
- Uncertified copies, including emailed copies, are 25 cents per page.
- If a flash drive is needed, the requester must provide a new, unopened flash drive.
Note: A request can be denied or delayed only when a statute makes the record confidential, so most county documents are released once the copy fee is paid.
County Clerk vs Court Clerk in Marshall County
The two clerks confuse a lot of people because both sit in the same courthouse town. The split is simple once you see it. The County Clerk handles land, money, and county boards. The Court Clerk handles court cases. If you need a deed, a plat, a lien release, or county meeting minutes, you are looking for the County Clerk. If you need a court case file, a docket, or a marriage license, you want the office covered on the Marshall County Court Clerk page instead.
| Question | County Clerk | Court Clerk |
|---|---|---|
| Deeds and mortgages | Yes | No |
| Plats and land liens | Yes | No |
| County board minutes | Yes | No |
| Court case files and dockets | No | Yes |
| Marriage licenses | No | Yes |
One more point trips up searchers. Court-case searches do not run through the County Clerk at all. Those are handled by the statewide ODCR and OSCN systems and verified with the Court Clerk. The County Clerk does keep the judgment docket where District Court real-property orders are entered against land, but that is a land-record function, not a case-lookup tool.