Public Records Request Form

Instructions for Requesting Public Records:

1. All public records requests must be documented. Persons are encouraged to use the standard Public Records Request Form provided by the City, although other forms of written requests will be accepted if all the information required on the standard form is provided.
 

2. Requests shall be submitted directly to the Deputy City Recorder by the person making the request. Requests can be submitted through the City’s website (www.tualatinoregon.gov) or can be made in person, by mail, by facsimile or via electronic mail, and shall be directed to: The City Manager’s Office, Attn: Deputy City Recorder, 18880 SW Martinazzi Ave, Tualatin, OR 97062. 503.691.3011 (phone); 503.692.5421 (fax).
 

3. The City shall respond to all requests as soon as practical and without unreasonable delay within five (5) business days or within five (5) business days will explain why more time is needed for a full response.
 

4. The City will submit a cost estimate to the requestor to provide the requested documents, including copying charges, research time (if required), and redaction of materials. There is no research cost for the first ½ hour of staff time. Requestor must confirm to the City to proceed with the request following receipt of the cost estimate in writing.
 

5. If the estimated cost is $25 or more, the City shall require a deposit in the full amount of the estimate before fulfilling the request. If the actual cost exceeds the estimate, the City will not release the documents until the fee is received in full. If the cost estimated is less than $25, the City will fulfill the request and present the requestor with an invoice to be paid before release of documents.
 

6. Upon receipt of payment the City will contact the requestor and arrange for inspection of the original public records, or to pick up the copies, or to confirm the copies are to be mailed, and advise of the final cost which must be paid before inspection occurs or the copies are provided.
 

7. A place for one (1) person will be provided for reviewing files. One file at a time will be made available. If more than one person wants to review files at the same time, reservations must be made in advance for a conference room. A research fee will be charged to cover staff person’s time for remaining in the room with the files.
 

8. If a public records request is denied, the City shall prepare a denial of the request, which shall be provided to the person making the request in writing as soon as is practicable.

Notice:  ORS 192.440 describes public access to copies or inspection of public records; written response by the public body; and fees for records. City of Tualatin Public Record Requests Policy outlines the City’s procedures.  Prepayment Deposit and confirmation to proceed will be required for requests that exceed $25.