PUBLIC RECORDS REQUESTS - FORM UPDATES

Binding City Policy

BCP-ADM-8.03(A)

Link to Appendix - Public Records Requests Information and Forms

PURPOSE

WHEREAS, the current Uniform Public Records Request Form creates the potential for inaccurate or incomplete public records requests due to its layout;

WHEREAS, the current schedule of Standard Fees for Public Records Requests does not clearly indicate whether the fees comprise all City staff time spent fulfilling public records requests;

WHEREAS, the current schedule of Standard Fees for Public Records Requests does not encourage the reproduction of City records in electronic format, in contravention of the City’s stated sustainability goals and policies; and,

WHEREAS, the City Attorney’s Office sought and received comments from bureaus and offices on its draft updated Uniform Public Records Request Form and draft updated schedule of Standard Fees for Public Records Requests.

POLICY

NOW, THEREFORE, BE IT RESOLVED, that the City of Portland values a more consistent and timely response to public records requests;

BE IT FURTHER RESOLVED, that the City of Portland desires a public records requests process consistent with its stated sustainability goals and policies;

BE IT FURTHER RESOLVED, that the City of Portland will begin using the new Uniform Public Records Request Form on or before January 1, 2010;

BE IT FURTHER RESOLVED, that the City of Portland, with the exception of those bureaus or offices maintaining separate fee schedules, will begin using the new schedule of Standard Fees for Public Records Requests on or before January 1, 2010;

BE IT FURTHER RESOLVED, that future updates to the Uniform Public Records Request Form and schedule of Standard Fees for Public Records Requests may be adopted by the City Auditor by administrative rule without further Council approval; and

BE IT FURTHER RESOLVED, that this resolution shall be binding City policy and filed as such in the Portland Policy Documents repository.

Link to Appendix - Public Records Requests Information and Forms

HISTORY

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