CUSTOMER SUCCESS

Success Story: Deed Record Digitization for Bolivar County Chancery Clerk

Bastrop county clerk Krista Bartsch holds newly preserved deed record book

About Bolivar County

Located in the heart of the Mississippi Delta, Bolivar County is known for its deep agricultural roots, cultural heritage, and historic towns like Cleveland and Rosedale. The Chancery Clerk’s office plays a central role in preserving this history by maintaining land records that document the county’s growth and development. These records are not just legal documents—they are part of the Delta’s story, connecting generations of families, farms, and communities.

The Challenge

Chancery Clerk Brenett Haynes led the charge in Bolivar County to preserve history and improve access by digitizing Deeds, Deeds of Trust, and Tax Liens from both the Cleveland and Rosedale offices. Like most counties, Bolivar’s has very specific indexing rules that are essential to accurate title searches. The county also needed a vendor that was well versed in formatting data for import into their Delta Computer Systems Land Records Management System (LRMS).

The RDS Approach

Revolution Data Systems partnered closely with Brenett and her staff to carefully document Bolivar County’s specific indexing requirements. Our team worked hand-in-hand with the Clerk’s office on several rounds of samples to develop rules that found all of the nuances across each instrument type to ensure that the project reflected the way Bolivar County manages its records day to day. By tailoring the indexing specifically to their needs, we avoided the pitfalls of “one-size-fits-all” projects and guaranteed that the digitized records would integrate cleanly with their Delta system.

“Every county is unique, and it was important to us that our indexing reflected the way we work in Bolivar County. RDS listened and delivered exactly what we needed.”

— Brenett Haynes, Chancery Clerk, Bolivar County

Results

Preservation: Thousands of pages of Deeds, Deeds of Trust, and Tax Liens were digitized and preserved.
Accuracy: Records were indexed according to Bolivar’s unique specifications, ensuring reliability for future use.
Integration: All digitized records were delivered ready for use in the Delta LRMS.
Partnership: Collaboration with Brenett and Blair created a smooth project experience and a sustainable framework for managing records going forward.

Why It Matters

For Bolivar County, the impact goes beyond simply preserving history—it transforms how records are accessed and used every day. With records digitized and indexed correctly:

Title searches are faster and more accurate, reducing the time attorneys, title companies, and researchers spend combing through physical books.
Property transactions move more smoothly, since reliable digital access minimizes delays in closings.
Citizens gain peace of mind, knowing their property rights are supported by secure, accessible, and accurate public records.
County staff save time and resources, no longer burdened with searching through fragile books or handling duplicate requests.

By combining archival-quality digitization with county-specific indexing, RDS ensured that Bolivar’s land records are both preserved for history and optimized for today’s real-world needs.

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At a Glance

Records Digitized: Deeds, Deeds of Trust, and 10 years of Tax Liens
LRMS: Delta Computer Systems
Key Benefits: Faster title searches, reliable indexing, secure preservation, seamless digital access