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Statewide IT Policy 1.4
Public Access to Electronic Records

 

Abstract

 

Requires custodians of electronic or machine-readable public records to provide public access to data not otherwise exempt. Encourages agencies to develop formal procedures for providing public access and recovering costs if charges are to be levied.

 

Authority - ORS 291.038; ORS 192.420; ORS 192.430(1); PL 101-336

 

Policy

 

The Department of Administrative Services advocates and supports public access to public records maintained in machine readable or electronic form, unless otherwise expressly prohibited by statute. Agencies with such records shall furnish the public proper and reasonable opportunity to assure access. In addition, agencies shall provide lists and descriptions of their electronic public databases as part of their information technology planning process.

 

Agencies are encouraged to use Internet information servers, interactive voice response, and other proven technologies to provide public access. Agencies should minimize the expense of providing electronic access to records by coordinating with DAS on options for taking advantage of centralized public access resources. This helps ensure that the public has access to resources with a common "look and feel". Agencies should develop formal procedures to catalog the electronic records accessible to the public, to delineate how access will be provided, to protect secured records and systems, and to establish the charges that will be levied to the requester, if any.

 

Assistive Technology

 

The Department of Administrative Services requires that state agencies provide disabled and non-disabled persons reasonable access to information using related technology. Access shall be provided for disabled and non-disabled employees and citizens to the extent determined by the agency and federal law, particularly the Americans with Disabilities Act (ADA). In providing reasonable access, agencies shall consider using capabilities for manipulating data which enable employees and the public with disabilities to get reasonable results when compared to those attained by other employees and the public.

 

Information technology should be enhanced to permit accommodations such as:

  • large print screen display
  • Braille output
  • synthesized speech output
  • speech recognition
  • alternative keyboard input
  • audible display of screen prompts
  • visual screen display of audible signals
Contact the Department of Administrative Services, Information Resources Management
Division, the Department of Human Resources´ Vocational Rehabilitation Division, or consult
the Telecommunications Accessibility Enhancement Act (Public Law 100-542), the Americans with Disabilities Act of 1990 (Public Law 101-336), or the Rehabilitation Act (Public Law 99-506 ¤ 508 USC 794d).