Press Release from Uvalde County Clerk Donna Williams

11-11-25

UVALDE, TX — The Uvalde County Clerk’s Office, under the leadership of County Clerk Donna M. Williams, has completed a major document preservation and imaging project to protect military discharge (DD214) records, historical probate books, and other vital historical archives that tell the story of Uvalde County’s past.

This initiative reflects the Clerk’s strong commitment to honoring veterans, preserving county history, and improving access to public records. The project was completed by Kofile Technologies, a nationally recognized records preservation and management company.

“All preservation and imaging services were performed at Kofile’s corporate headquarters in Dallas, Texas,” said County Clerk Donna M. Williams. “Their expert staff handled each book and document with the highest level of care, ensuring these irreplaceable records are preserved for generations to come.”

The comprehensive project included the preservation and digitization of 39 volumes of Probate Records dating back to 1857, totaling 25,098 pages. Additionally, two volumes of Army Discharge Records and one volume of Navy Discharge Records, totaling 1,800 pages, were preserved and digitally imaged. Other historical records, including Marks and Brands and Surveyors Field Notes, were also preserved as part of this effort.

In total, 82,944 pages of historical county records were professionally processed by Kofile Technologies.

The preservation process followed strict archival standards. Each record was carefully cleaned and repaired, with torn or fragile pages mended to prevent further deterioration. Pages were treated with Bookkeeper® deacidification solution to neutralize acidity and slow the natural aging of the paper.

After stabilization, each page was encapsulated in patented Lay-Flat archival Mylar sleeves, providing full visibility while protecting against environmental damage. The encapsulated pages were then bound in Disaster-Safe Binders, a patented Kofile system designed to safeguard documents from fire, water, and other potential hazards.

Following physical preservation, the records were digitally imaged and indexed, allowing secure and efficient access without the need to handle the fragile originals.

“These records are more than paperwork—they represent the service, legacy, and history of the people of Uvalde County,” Williams said. “Through this project, we’re protecting that legacy and ensuring it remains accessible to future generations.”

The Uvalde County Clerk’s Office plans to continue expanding its preservation and imaging initiatives, ensuring that more of Uvalde County’s historical archives receive the same level of professional care and long-term protection.

For more information, contact the Uvalde County Clerk’s Office at (830) 278-6614 or visit www.uvaldecounty.gov/uvalde-county-clerk

By Michael Robinson | Uvalde Hesperian

  On Monday, March 25th,the Uvalde County Commissioners approved the archival of County Records as recommended by Uvalde County Clerk Donna Williams. 

The request pertains to Uvalde County Clerk probate records from 1868 through the 1990’s involving taking each page of records from the archived record books and preserving the paper using an acid neutralization process. The records preservation project proposed by Williams would be contracted with the Kofile Company.

According to the Kofile company website, it states, “Billions of records exist in various paper sizes and types, thicknesses, ages, fragility, and conditions. Our preservation solutions and services address the unique requirements of every document to create a defined treatment and care plan that stops the aging process, brings the record back to life, and protects it from water, fire, and mold for hundreds of years.”

According to Kofile representative Catheen Drolet who also spoke to the Commissioners, she explained that because the paper used in the 1800’s was treated with acid to make the paper whiter, and the ink on the paper contained acid as well as the glue used on the book binding, she said, “We are losing our history.”

Lance Gonzalez with the Kofile company presented to the commissioners holding up a probate records book from 1868 containing handwritten records. Gonxales stated that during the proposed preservation process the pages would be removed from the original binding and treated for acidity. Once completed, the pages of each book would be placed in special sleeves in waterproof and fireproof binders. 

 The physical probate records would be transported to Kofile’s company location in Dallas to be processed and the process would be completed in September 2024. 

The Commissioners were informed that if certain records were needed while the preservation process was occurring, through email those records would be available in about 45 minutes.

  The court voted to approve the $277,405.03 amount to cover the preservation process. Williams told the Court that money is available in records monies accrued by the County Clerk.

Original post edited to include additional information) 

In an interview with Uvalde County Clerk Donna M. Williams, she recounted going into the Uvalde County Clerk’s office on January 1st, 2023 with two of her staff. She explained that she went in to assess the situation after receiving the bag of keys in such an unprofessional manner.

  “I went in on January 1st, a Sunday, with two of my staff. As soon as we walked in there was a pile of trash on the floor,” Williams said. She stated she later spoke to the janitor of the building and he assured that he cleaned it and the trash wasn’t there before.

  Williams recounted that after the Swearing in Ceremonies on Midnight of January 1st, 2023, she met with the County Judge and was handed a bag of keys, approximately 60 loose, unmarked, unlabeled keys.

 “All 7 desks were completely empty, all filing cabinets in front office also completely empty. All computer applications, icons email accounts, and programs were deleted. Of the things that were found, all were rearranged and misplaced in boxes in the basement. We were finding things in random places,” Williams said. One example, she found the November and December 2022 purchase order books hidden in the Texas Alcohol Beverage and Commission  file.

  She issued the Public Notice  ONLY after spending several days searching thoroughly within the office, going through all storage boxes in office and basement, and offsite storage facilities, all the while still providing other services to the public, and conducting business to the best of our ability, given the situation.

“In reference to revising the posted notice, “Why would I let people assume that we  have all the tools necessary(forms) to do business and that it was something on our part that prevented us from doing business? It’s unacceptable, and should not be tolerated or accepted as the norm.”

The paper used for marriage, births and death certificates, Williams explained, is not ordinary paper but each is numbered and tracked by the State  “If we void one, we have to notify the state.” She said.

“We reported the loss to the State,” Williams said. When asked what State agency she reported the loss to, she said the Department of State and Human Services or DSHS.

 In responding to the “requirement” that official forms and documents with the outgoing County Clerk’s signature are to be destroyed, Williams acknowledged that in fact, some are allowed by law, to be destroyed,  but there is a process that requires contacting DSHS and  advising them ahead of time so they can prepare for transition of incoming clerk. According to DSHS, they were not notified. Williams said the previous administration, as do ALL elected officials, have a DUTY to leave supplies for at least 30- 60 days so the incoming officials and staff can provide services to our community.

“We have a duty to the public to leave enough supplies for at least 60 days,” Williams said, “and that process and professional courtesy has been extended to all previous clerks, including Romero, yet she failed to do so upon her exit from office.”

A public notice from the Uvalde County Clerk was received by the Uvalde Hesperian on Friday morning, January 13th from Donna Williams. The public notice states the following:

“Please take note that the Uvalde County Clerk’s office is unable to issue birth or death certificates or to issue marriage licenses at this time. We regret to inform you that those services have been temporarily suspended. Upon our first day in office, on January 1st, 2023, it was discovered that ALL security or official paper and all applications and forms were missing or destroyed.”

  On Saturday Morning, January 14, 2023, Valerie Del Toro Romero, the former Uvalde County Clerk responded to William’s public notice.

  “In response to the recent ”public notices” issued by the Uvalde County Clerk and circulated on the Uvalde Hesperian Facebook page please know that this information is inaccurate and misleading. First and foremost, I DID NOT destroy any “birth or death records”, “official paper” or “marriage application forms”. The banknote paper used to print certified copies of birth and death records containing MY NAME and MY SIGNATURE were legally destroyed in the presence of two assistant auditors during my end of term audit. A finger print based criminal background check is required and the responsibility of the incoming clerk to make arrangements with the state to provide the necessary requirements prior to taking office to avoid a disruption of service. I have attached the statute below for reference. Has this been done?

  Marriage applications are automatically generated by the current case management system (LGS) or applications can be downloaded directly from the state website. Marriage Licenses are ordered as a duty of the clerk just as if you were ordering office supplies. It makes me wonder why the current clerk is disputing this procedure when she did the EXACT SAME THING at her end of term audit in 2018. Nowadays, you can never be too careful. Especially, with the current situation of illegal immigration, fraud and smuggling if this banknote paper were to fall into the wrong hands with MY NAME and MY SIGNATURE.

  Furthermore, I would like to know why the County Clerk issued two different public notices; one to be posted on the county website and a different one to the Uvalde Hesperian Facebook? This is defamation of character with intent to cause me harm. I extended the County Clerk the exact same professional courtesies that she extended to me when I took office in 2019. Obviously, she holds a double standard. If she needed my help, all she had to do was ask! I assumed she knew the duties and responsibilities required of her job. After all, she held this office prior to my term. One of Donna M. Williams’ campaign promises was to “protect our borders”. I suppose she was too busy “protecting our borders” than to prepare for her first day in office!,” Valarie Del Toro Romero wrote.

with her post, she included the following image (see image on the right)