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What is a public record?
A public record includes any writing relating to the conduct of the public’s business prepared, owned, used or retained by a public body, regardless of physical form or characteristics. A “writing” is defined as: handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds or symbols or combination thereof, and all papers, maps, files, facsimiles or electronic recordings. Writing also includes information stored on computer tape, microfiche, films or videotape and virtually any other method of recording information. Public records may be in ‘machine readable or electronic form’.
How soon must the City respond to a request for public records?
ORS 192.430 requires a custodian of public records to provide ‘proper and reasonable opportunities for inspection and examination of the records in the office of the custodian’. The public body has a ‘reasonable’ amount of time to respond.
What public records are exempt from disclosure?
In Oregon, the Public Records Law is a disclosure law, rather than a confidentiality law. Exemptions are contained in ORS 192.501 & 192.502, and are applied on a case-by-case basis.
What can the City charge for providing copies of public records?
A public body is allowed to charge for the actual cost in making the record(s) available, including staff time to search for the records. The fees the city charges are listed on the reverse side of the ‘Public Information Request’ form.
How do I make a Public Records Request?
Contact the City Recorder by email, phone: 503.838.1212, or in person at City Hall. It is recommended you fill out a Public Information Request form.