Public Records Requests
In accordance with Oregon State Law, PDC records are available for inspection and/or copying by the public, unless specifically exempted from In accordance with Oregon law, the public may inspect or obtain copies of PDC public records, other than records exempt from disclosure under applicable law. Public records are defined as follows:
Oregon Revised Statutes 192.005(5): "Public record" includes, but is not limited to, a document, book, paper, photograph, file, sound recording or machine readable electronic record, regardless of physical form or characteristics, made, received, filed or recorded in pursuance of law or in connection with the transaction of public business, whether or not confidential or restricted in use. “Public record” does not include:
192.005(5)(d) Extra copies of a document, preserved only for convenience of reference.
192.005(5)(e) A stock of publications.
192.005(5)(f) Messages on voice mail or on other telephone message storage and retrieval systems.
How do you obtain PDC records?
- If the records requested are produced by PDC and otherwise intended for general public distribution (i.e., program brochures, meeting agendas and minutes, project plans, etc.) and are readily available, they may be provided directly, without charge, by the appropriate PDC staff person. If such record or document is out-of-print, or the request is for multiple copies of a document currently in-print, a fee may be assessed to cover the cost of reproduction (see below).
- If the request is for records not generally intended or available for public distribution, then you need to follow these procedures:
- All requests must be made in writing. You can use the on-line request form to electronically send your request or fill in the PDC Public Records Request Form (PDF) and mail or fax your request.
- You will be contacted by the PDC Legal Department, generally within five (5) business days to:
- Seek clarification on your request to narrow the search; and/or
- Provide you with information as to:
- Whether or not the records you requested exist.
- Whether or not any of the records you requested are exempt from disclosure.
- A tentative schedule for producing the records for you.
- The estimated cost, if any, to you to comply with your request.
- If you agree to pay PDC for the cost to produce and/or copy records, Legal staff will make arrangements with you to inspect the records or to prepare and release to you copies of the records. NOTE: Original PDC records will not be physically released to any other party.
- A PDC representative must be present during any inspection.
- Only a PDC representative will be permitted to actually make copies of records.
What will this cost?
Oregon law permits a public agency to recover its “actual cost” of producing the records, including staff time spent to locate the records, separate exempt from non-exempt material and copy the records. PDC will generally require payment of the cost of responding to a public records request for other than a ‘nominal’ request (i.e., a request requiring less than one hour of PDC staff time). The cost will be calculated at current established rates. An estimate will be provided before documents are compiled and payment may be required before documents are released or made available for inspection. If responding to a request will be time intensive, PDC may require payment of the estimated cost before taking further action on the request. Scanning documents into PDF is the preferred method of providing documents. If you prefer photocopies the fee schedule is as follows:
|DOCUMENT SIZE ||PER COPY |
|Letter size (8½'' x 11" - B & W) ||$0.05 |
|Legal size (8½" x 14" - B & W) ||$0.06 |
|Ledger size (11" x 17" - B & W) ||$0.07 |
|Letter size (8½'' x 11" - Color) ||$0.15 |
|Legal size (8½" x 14" - Color) ||$0.16 |
|Ledger size (11" x 17" - Color) ||$0.17 |
Fees for reproduction of microfilm, photographs, oversize documents, etc. shall be at actual costs.
If you have any questions about making a public records request, please feel free to contact the PDC Legal Department at 503-823-2370.