OAR 690-003-0140: Requests to Review or Obtain Copies of Public Records

(1) The right to review public records includes the right to review the original public record where practicable. The requestor does not have a right to personally locate the public record or to review portions of the public record that are exempt from disclosure pursuant to ORS 192.501 to 192.505. (2) Requests for Department public records should be as specific as possible including, as appropriate, the type, number, subject matter and approximate date of the public record. If the public records request is unclear, the Department may request further clarification of the request. If the Department cannot identify specific public records responsive to a public records request, the Department may provide general files or distinct sections of public records that are likely to contain the requested public records. (3) The Department may require a person making a public records request to submit the request in writing, which may be satisfied by submitting the request by electronic mail. (4) All requests to inspect or copy records other than maps, well logs or water right information available through the Department’s web page must be made to the public records officer in the headquarters office. (5) As appropriate, staff at the Department’s field offices will provide public records to a requestor in response to a public records request, unless the volume of the request exceeds the office’s capacity to provide public records in a timely manner. If a field office is unable to provide requested public records in a timely manner, the Salem office will provide the public records in response to the public records request. (6) The Department will accommodate public records requests as follows: (a) The Department will establish hours during which the public may review the Department's public records. (b) Pursuant to ORS 192.430(1) and this rule, the Department will designate and provide a supervised space, if available, for viewing public records. This space will accommodate at least one reviewer at a time. (c) The Department accommodates public records requests from persons with disabilities in accordance with the Americans with Disabilities Act. (d) The Department's ability to accommodate in-person public requests may be limited by staff and equipment availability. Additionally, prior to making public records available for public review, the Department will ascertain whether the public record requested is exempt from public disclosure under ORS chapter 192 and other applicable law. Based on these limitations, Department staff may require appointments to view and copy public records.