OAR 585-001-0011: Fees for Public Records and Other Services

(1) Commission shall establish a fee schedule and assess fees for fulfilling requests for public records that are reasonably calculated to reimburse Commission for its actual cost of making public records available, including costs for per page copy and facsimile fees, postage when applicable, staff time to locate, review, remove information exempt from disclosure, and/or transfer the material to a requested electronic or other necessary format appropriate for releasing the public record(s). (2) If Commission can fulfill a request for records using less than 30 minutes of staff time, Commission will not charge the requester for that time. (3) No additional fee will be charged for providing records in an alternative format when required by the Americans with Disabilities Act. (4) The Executive Director or designee may reduce or waive fees or other charges under this rule if the Executive Director or designee determines that: (a) Time spent making the records available for inspection or preparation for photocopying was negligible; (b) Supplying the requested records is within the normal scope of a Commission activity; (c) Payment would cause extreme or undue financial hardship upon the requestor; or (d) Making the record available primarily benefits the general public. (5) The requestor will be notified of the initial cost estimate for fulfilling the request. Commission shall seek approval from the requestor, prior to initiating work to fulfill a request. Commission will work with requester to refine the scope of their request, if necessary, to reduce costs. (6) All fees and charges must be paid in advance of releasing the requested public records for inspection or before photocopies are provided. Payments must be made by check or money order and made payable to the “Oregon Commission for the Blind.” (7) To reduce costs and paper waste, photocopies will be produced on recycled paper in double-sided print format whenever feasible. (8) Due to the threat of computer virus, Commission will not permit requestors to provide their own media storage devices for electronic reproduction of computer records. Requests for other electronic reproduction will be evaluated at the time of the request and a determination made as to the feasibility and accessibility of the requested electronic format. There is no charge to send documents by email or other electronic transfer method.