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


Binding City Policy



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, 302 kb)



Uniform Response to Public Records Requests Form 


City employees are required to use this form when a request cannot be resolved immediately. Depending upon the request, the form may have several entries before the request is resolved.


Link to Uniform Response to Public Records Requests Form  (PDF Document, 300 kb)



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, 45 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, 35 kb)



Frequently Asked Questions by the Public 


We hope to answer some of your questions here. As more questions arise, we will add to this list.


Link to Frequently Asked Questions  (PDF Document, 100 kb)


For additional information please consult A Quick Reference Guide to Oregon's Public Records Law, published by Open Oregon: a Freedom of Information Coalition in collaboration with the Oregon Attorney General's Office, http://www.open-oregon.com/.


Link to Reference Guide  (PDF Document, 100 kb)




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.

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