OAR 731-001-0025
Public Records Request Requirements and Fees
(1)
The Oregon Department of Transportation will disclose all information in its custody unless such information is exempt from disclosure under Chapter 192 of the Oregon Revised Statutes.(2)
As used in this rule, the term “public record” is defined in ORS 192.410(5).(3)
Persons requesting public records from the Department shall make the request in writing using the Department’s request form found online at http://www.oregon.gov/ODOT/Get-Involved/Pages/Public-Records.aspx and shall submit the request using the email link embedded in the form (ODOTPublicRecordRequests@odot.state.or.us) or deliver to PRR Coordinator MS 51, 355 Capitol Street NE, Salem OR 97301. At a minimum the request must:(a)
Include name and address of the person requesting the public record;(b)
Include the requester’s email address and telephone number; and(c)
Adequately describe the record(s) requested, including subject matter.(4)
Within five business days the Department will acknowledge receipt of a request and state:(a)
Whether the Department believes it has responsive records;(b)
The estimated number of days necessary to provide any responsive records; and(c)
A cost estimate to comply with the request and an address to submit pre-payment of estimated fees, when applicable.(5)
The Department adopts DAS statewide policy 107-001-030 (dated 2-15-17) to calculate fees and to determine whether a request for a fee waiver or reduction meets the public interest thresholds.(7)
Fee waivers or reductions. A request to waive or reduce fees must be submitted on a separate form provided online by the Department at http://www.oregon.gov/ODOT/Get-Involved/Pages/Public-Records.aspx and submitted to ODOTPublicRecordRequests@odot.state.or.us or delivered to PRR Coordinator MS 51, 355 Capitol Street NE, Salem OR 97301.(8)
Within ten business days after the acknowledgement period or receipt of the estimated fees, when applicable, or upon granting a fee waiver, the Department shall complete the public records request or provide a written statement that the Department is processing the request and a reasonable estimated date by which the Department expects to complete its response based on the information currently available, except as provided in section (9).(9)
Where the time periods in section (4) and section (8) would be impracticable, the Department shall acknowledge a public records request and complete the response to the request as soon as practicable and without unreasonable delay. The time periods in sections (4) and (8) are impracticable when:(a)
The staff necessary to complete a response to the public records request are on leave or are not scheduled to work; or(b)
Compliance would demonstratively impede the Department’s ability to perform other necessary services; or(c)
The volume of public records requests being simultaneously processed by the Department makes it impracticable.(10)
Electronic Records. Copies of requested electronic records may be provided in the format or manner maintained by the Department. The Department will perform all downloading, reproducing, formatting and manipulating of records.
Source:
Rule 731-001-0025 — Public Records Request Requirements and Fees, https://secure.sos.state.or.us/oard/view.action?ruleNumber=731-001-0025.