FAQ and Policies

How do I use the portal to submit a records request?

Click "Make a Request" and type your public records request directly into the fillable records request form. After completing the form, click "Submit". You will receive email confirmation when the open records office has received your request with a secure link to the request. If you do not receive an auto response from "City of Independence, OR Public Records" upon submission, check your spam or junk mail folder.

Please note that for purposes of transparency and equitable service, the City does not accept anonymous or verbal requests.

What should I say in my records request?

Be as specific as possible when describing the records you are seeking. If you are seeking a particular document, identify it by author, date and title. If you cannot identify a specific record, you should clearly explain the type of records you are seeking, including timeframe, subject matter and any other information that may assist us in searching. There is no requirement to disclose the reason why documentation is being sought or the intended use of the records, unless otherwise required by law.

Avoid using overly broad phrases such as "any and all" or "refers or relates to". The City is unable to conduct overly broad and non-specific searches. Please note the request must seek public records, not ask questions. Agencies are only required to provide records in response to a request, rather than answers to questions.

How long will it take for the City to respond?

You will first receive email confirmation when the records office has received your request with a direct secure link to view your request. All correspondence regarding the status of the request will be sent by the City through the secure portal email address. You may also log into the portal to view the status of the request by using the link provided at the bottom of the email.

In accordance with Oregon records law, within 5 business days of receipt of the request by the city recorder, the City will email a response to the request or advise if an additional 10 calendar days is required to provide a response.

What if I didn't submit my request through the portal?

Requests submitted to the City by email, mail or hand-delivery will be redirected through the central portal for response and secure electronic delivery of documents when an email address is provided. You will receive a confirmation email from the records office when your request has been entered into the portal with a secure link to your request. All correspondence regarding the request will be sent by the City through the secure portal email address.

How do I access my documents?

You will receive an email from the City when documents are provided. You can view your documents through the direct link to your request provided at the bottom of the email. Log in and click the "Documents" tab (next to Timeline). Documents may be downloaded to your personal device or viewed directly in the portal.

You may receive documents in the form of PDF, Excel and Zip files, depending on the size and type of documents you have requested. If you are requesting a media file, you will not be able to view the file in the portal. A zip file will be provided which you must download to your personal device.

Is there a charge for records?

A public body is allowed to charge for the actual cost in making the record(s) available, including staff time to search for the records. The city has adopted three levels of requests.

Level 1 Request (staff time of 10 minutes or less)

A. Provided via email, 1 document: No charge

Level 2 Request (staff time of 30 minutes or less)

A. Hard copies: 1. Hard copies to be picked up or mailed Research Fee + per page fee

B. Digital records: 1. Records currently in digital format: Research Fee + per page fee 2. Conversion of hard copy to digital: Research Fee + per page fee

Level 3 Request (staff time exceeds 30 minutes, complex request)

A. Actual costs to reproduce, including staff time, legal review, outside services/consultants, per-page fees, redaction fees

FEES:

Research fee: $25.00, up to 30 minutes. (Any research in excess of 30 minutes will be at actual employee personnel costs)

Hard copies:

Standard documents (B&W or color, up to 11” x 17” sizes.): Per page fee: $.25, Nonstandard documents: Actual cost to reproduce

Digital copies: Per page fee: $.25,

Redaction Fee: Employee personnel services costs and/or legal review

CD/DVD/Flash Drive (1GB) – media only: $5.00 per CD/DVD/Flash Drive (1GB)

Electronic search of city server: Actual costs (employee personnel costs or consultant fees)

When may the City deny my request for records?

In Oregon, the Public Records Law is a disclosure law, rather than a confidentiality law. Exemptions are contained in ORS 192.501 & 192.502, and are applied on a case-by-case basis.

Please note some records are also not subject to public access pursuant to other state and federal laws.

The City may also direct you to a website if the information is already publicly available.

Can I ask that documents be created, summarized, listed or put in a particular format?

The City is not required to prepare reports, lists, summaries, or compilations not in existence on the date of your request. Similarly, the City is not required to produce a record in an alternate format if the record can be made available for public inspection and copying in the format in which it exists.

I asked a question in my records request. Is the City required to respond to my question?

Public Records Law only requires the City to provide public records. The requester is required to identify the documents they are seeking. The City is not expressly required to answer questions.