OAR 259-025-0000: Public Records Requests

This rule applies to all public records for which the Department of Public Safety Standards and Training is the custodian. (1) Submission of a Records Request. A request to inspect or obtain copies of a public record of the Department must be submitted in writing to the Department. The written request must include: (a) The name and current contact information, such as email address, physical address and telephone number, of the person requesting the public record; (b) Identification of the records requested by name or title or by a description of the records which may include the subject matter, the officials involved in producing the record, the time period the records were produced, or other relevant information; (c) The number of copies needed, if copies are requested; (d) Instruction to the Department to certify copies, if necessary; and (e) The preferred format in which the record is requested. If the Department is unable to provide access to or a copy of the record in the requestor’s preferred format, the Department may provide access to or a copy of the record in the format in which the record is maintained after considering any steps necessary for the protection of the record and to prevent interference with the regular discharge of the Department’s duties. (2) Fees. The Department may charge fees for providing access to or copies of public records in paper, electronic, or other format based on the Department's actual costs of preparing and providing the records. Costs associated with a request for public records may include, but are not limited to, staff time, copies, media, postage and miscellaneous costs related to providing access to or copies of requested public records. (a) The Department must establish the fees for providing access to or copies of public records by procedure and provide a copy of the fee schedule upon request. (b) The Department may require payment of fees prior to releasing the requested public records for inspection or before copies of the record are provided. (c) Payments for public records fees must be made by credit or debit card, check or money order and made payable to the Department of Public Safety Standards and Training. (3) The Department may require and designate a Department employee to supervise the inspection of requested records. (4) The Department must prioritize public records requests to ensure that the time or effort to respond to a records request does not interfere with the regular discharge of the Department’s duties.