Public Records Requests
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A person or organization may request copies of public records under Oregon ’s Public Record Laws, as defined in ORS Chapter 192.
The Portland Police Bureau will make records, except those exempt from disclosure, available at cost to the requestor.
All requests must be made in writing.
Upon Receipt of Your Request
Upon receipt of your request, the Custodian of Record will first need to ascertain whether the records you request are in the care of the Portland Police Bureau. This may require that we contact other divisions, units, or personnel within the Portland Police Bureau and/or other agencies. You will be notified if some or all of the requested documents are not in our care.
- The Public Records Law does not impose on public bodies the duty to create public records.
- A public body is not obligated to create new information using its computer programs or to create a new program to extract the data in its computer in a manner requested by the public.
- The public body is not required to develop or acquire new or additional software or programs in order to retrieve the requested information.
- A public body is only required to make available for inspection those records that exist at the time of the request. Persons seeking to inspect or obtain copies of records on a continuing basis may be required to make a new request for records.
- The Portland Police Bureau reserves the right to provide records after the desired date if the burden of meeting the requested date is impractical.
- The Portland Police Bureau will provide the records as quickly as reasonable and without delay.
- Please be aware that requests are processed in the order they are received.
- Please allow up to 20 business days to receive the requested records. Unforeseen staffing shortages and other circumstances or research requirements may delay a response. If fulfilling your request takes longer than 20 business days, you will be notified.
A search fee in the amount of $10.00 is required for all requests. This $10.00 fee will be applied to any final amount due. This fee is non-refundable. This $10.00 fee will be charged even if we fail to locate any records responsive to the request or even if the records located are subsequently determined to be exempt from disclosure.
You will be provided with an estimate of the expected fees if the fees total more than $25.00. If you receive such notice, approval of fees is required in writing prior to completing your request.
The Portland Police Bureau will assess fees for the following:
- time spent by Portland Police Bureau staff in locating the requested records
- time spent copying the requested records
- time spent reviewing the records
- time spent redacting exempt material
- time spent re-filing the records
- archived record fees (for police reports older than 3 years)
- a cost per page copy
- necessary research time
- time spent preparing correspondence related to your request
If your request has been couched in vague or broad terms, a representative of the Portland Police Bureau may call or write you in an effort to acquire information or clarification for the purpose of assisting us in our search for records and expediting a response to your request.
Your request must identify as specifically as possible:
- the type of record(s)
- subject matter
- approximates dates(s)
- names of persons involved
- the number of copies requested
Requests must include the name, address, and telephone number of the person requesting the public record(s). Please include an email address if possible.
Mail your public records request, a business-size (large enough for five standard sheets of paper), self-addressed, stamped envelope, and a check or money order in the amount of $10.00 to:
Custodian of Record
1111 SW 2nd Avenue
Portland, Oregon 97204
Make check payable to: Treasurer, City of Portland
Print and complete this form: Public Records Request Form
It is the policy of the Portland Police Bureau Records Division to provide copies of records in lieu of original documents. This policy is established to provide for the protection of records and to prevent interference with the regular discharge of Portland Police Bureau Records Division duties. The right to examine original records does not require inspection of original documents that contain information that is exempt from disclosure. A public body acts reasonably if it furnishes a copy of the original document, with the exempt material blanked out.
Oregon State Law prohibits disclosure of information deemed confidential or sensitive or as exempted from public disclosure. Examples of confidential, sensitive, or exempted information include (but are not limited to):
- Elder Abuse
- Child Abuse
- Juvenile Records
- Physical and mental health information
- Information related to an ongoing investigation
- Certain personal information
Fee Waiver Policy
Ultimately, it is the citizens of Portland who bear the burden of providing records free of charge. Fee waivers will be considered if the requestor demonstrates that disclosure of the records is in the public's interest in that it affects the community or society as a whole. A concern or interest of a private individual or entity does not merit a fee waiver. Requests for fee waivers must be in writing. The Portland Police Bureau is a public safety agency. In the event it is necessary to enlist the public's assistance in public safety or person safety issues, fees may be waived and reports provided to the media at no charge.