Public Records Request

Oregon Revised Statute 192.005 defines a "public record" as any “document, book, paper, photograph, file, sound recording, machine readable electronic record or other material ... regardless of physical form or characteristics, made, received, filed, or recorded in pursuance of law or in connection with the transaction of public business."  Every person has the right to inspect any public record of a public body in this state, except as otherwise provided by in ORS 192.496 to 192.505.

Please understand that the documents or records requested may not be immediately available for review and that an appointment to review the documents or records may be necessary.  There may be a cost for the research time to retrieve the requested records and costs for duplication of requested documents.  If research time is required, the requestor will be notified of the estimated cost prior to retrieving the documents or records.  Prepayment for research time and copies may be required.  Any documents or records made available for review must not be disassembled and copies may not be made by the requestor directly.

Procedure for Public Records Request

1. Complete and return the Records Request form with as much detailed information as you can. For City Hall Records return this form to the City Reorder. For Police Department Records return the form to Police Office Specialist.
2. The City will provide a written cost estimate and MUST receive confirmation that you want the City to proceed with your request. Estimates over $10 will be paid in advance.
3. The City will contact you with the estimate and a time the records will be available for inspection. Do you wish them to be mailed or will you pick them up?
4. If you are inspecting records at City Hall you will be called with an available time to inspect the records. A place for ONE person will be provided for reviewing the files. One file at a time will be made available. When you are through with it, return it, and receive the next file. Any pages to be copied should be marked with sticky notes provided by the city.
5. When your inspection has been completed, return the file. If staff is available the copies will be available at that time. If staff is not available to copy the requested pages at that time you will be called once staff has had time to copy the requested pages.
6. If more than one person wishes to review records at the same time, reservations must be made in advance for use of a conference room. Research fees will be charged to cover a staff person’s time for remaining in the room with the files.