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ADM-8.03 - Public Records Requests - Appendix - Information and Forms

PUBLIC RECORDS REQUESTS - APPENDIX - INFORMATION AND FORMS

Binding City Policy

BCP-ADM-8.03


 

Uniform Public Records Request Form

 

This form may not be required if the City is able to provide the requested record immediately.

 

To streamline the public records request process, the City of Portland has created a standard form. Using this form will guide your request and make sure City bureaus receive your contact information and a clear, written request.

 

We would also encourage you to discuss your request with the appropriate City contact person (see the link below) to ensure that your request is as clear as possible.

 

NOTE:  Police reports cannot be requested using this form.  For these records, please visit the Police Bureau's website via the link at www.portlandonline.com.

 

Link to Uniform Public Records Request Form in fillable format  (PDF Document, 306 kb)

 

Link to Uniform Public Records Request Form in multiple languages

 


 

Public Records Requests Contact List 

 

The record you are requesting is probably maintained by one of the bureaus in the City. Working with the designated contact person for that bureau can improve the City's response to your request.

 

Link to Public Records Requests Contact List  (PDF Document, 44 kb)

 


 

Standard Fee Schedule

 

The Public Records Law expressly authorizes public agencies like the City to establish reasonable fees to be reimbursed for the actual costs of making the records available. Actual costs include paper or other media and mailing expenses, as well as time spent locating, reviewing, redacting, copying, and supervising a person's inspection of original records in order to protect them. Actual costs also may include time spent by an attorney to review, redact or segregate records for possible exemptions.

 

NOTE:  The Police Bureau, the Fire Bureau, the Bureau of Development Services, and the Archives & Records Management Division maintain their own fee schedules as well. Please visit their websites (via the links at www.portlandonline.com) if the records you are interested in are not listed on the City's Standard Fee Schedule.

 

Link to Standard Fee Schedule  (PDF Document, 37 kb)

 


 

Frequently Asked Questions by the Public 

 

A searchable list of frequently asked questions can be found at the Portland Public Records Request Center: http://www.portlandoregon.gov/66961.

 

 


HISTORY

 

Resolution No. 36563, adopted by City Council December 19, 2007.

Amended by Resolution No. 36756, adopted by City Council December 16, 2009.

Amended by the City Auditor January 27, 2011.

Amended by the City Auditor December 21, 2015.


Table of Contents
ADM-8.01 - Preservation of Archival (Historical) Material
ADM-8.02 - Paper Size Standard - 8 1/2" X 11" (Letter Size)
ADM-8.03 - Public Records Requests
ADM-8.03 - Public Records Requests - Appendix - Information and Forms
ADM-8.03(A) - Public Records Requests - Form Updates
ADM-8.04 - Transferring Records to the Archives and Records Center (PARC)
ADM-8.05 - City Bureau Access to Records Stored at the Archives and Records Center (PARC)
ADM-8.06 - Public Access to Records Stored at the Archives and Records Center (PARC)
ADM-8.07 - Standards for Storing City Records
ADM-8.08 - Microfilm
ADM-8.09 - Destruction of Records
ADM-8.10 - Preparing City Record Retention Schedules
ADM-8.11 - Identification of Bureau Vital Records
ADM-8.12 - Management, Preservation and Storage of Electronic Records and Electronic Mail Correspondence (E-Mail)
ADM-8.13 - Micrographic and Digital Imaging Conversion Policies
ADM-8.14 - Scanning Standards for Bureau Records
See Also Cultural Resource Records