Under Oregon Public Records Law (ORS 192.410-192.505)
members of the public or media have the right to inspect and copy
certain public records maintained by the Oregon Employment Department.
The law also maintains that certain records kept by the Oregon
Employment Department are confidential by law and therefore exempt from
public disclosure. Additionally, when the Oregon Employment Department
receives a request to inspect or copy public records, costs are incurred
by the department in responding to the request.
The purpose of this policy and the accompanying
procedure is to establish an orderly and consistent procedure for
responding to public records requests, and to establish a fee schedule
to reimburse the department for the actual costs incurred in responding
to public records requests.
The definition of “public record” is extremely broad.
A record may be handwritten, typed, photocopied,
printed, microfilmed, an audio or video recording, or an electronic form
such as e-mail or a word processing document.
The Oregon Employment Department will provide public
records in the format in which they originally exist. The department is
not obligated to provide a public record in another form, such as taking
an audio recording and creating a written transcript. The department
will, however, provide records in an alternative format at no cost, if
necessary to provide reasonable accommodation to persons with
The department defines “at cost” as the actual cost of
materials, staff time, and any travel or other expenses incurred in
preparing and providing the records
Public records, except those exempt from disclosure,
shall be made available upon written request for review, and copies
shall be provided at a fee reasonably calculated to reimburse the agency
for the actual costs incurred in making the records available.
Activities to be reimbursed on an at-cost basis include but are not
limited to: locating, compiling, summarizing, printing, copying and
distributing the information, and taking any other steps reasonably
required to make the information available.
The following procedure will be followed in implementing this policy:
A person or organization may request to inspect or
receive copies of a public record or information from public records by
mail, fax or e-mail.
The request must identify as specifically as
possible the type of record(s), subject matter, approximate date(s),
names of persons involved and the number of copies requested. Requests
made in writing must include the name, address and telephone number of
the person requesting the public record(s). Requesters are not required,
but are encouraged, to indicate the format in which any copies are
desired and the date, if any, by which the records are needed
For large requests, the Oregon Employment
Department shall respond to the requestor with an estimate of expected
charges no later than 10 working days after receiving the request. The
department’s response will contain an acknowledgment of the request, a
list of the fees charged to provide records, an estimate of the expected
cost of meeting the request, and the expected date and location at
which the information will be provided after payment is received.
Information involving employee personnel files will be handled by the office of Human Resources.
Original materials may be inspected on-site only
and may not be removed from Oregon Employment Department property.
The Oregon Employment Department reserves the
right to provide information in a different format than requested (e.g.,
in print instead of electronically) if the burden of meeting the
requested format is impractical. The department also reserves the right
to provide the information after the desired date if the burden of
meeting the requested date is impractical.
The person or organization requesting the
information must provide payment prior to preparation by OED staff of
the requested information.
Once payment has been received, OED staff will
begin preparing the requested information. The timeline for provision of
the information will begin upon receipt of payment.
The Oregon Employment Department’s Communications
Unit will maintain records of all public record requests.
The Oregon Employment Department follows the Department of Administrative Service's statewide policy (107-001-030) for fees in regards to public records requests. The following fees apply per each public information
request. The fees listed below represent the most frequently requested
formats in which information is requested. Fees for information
requested in formats other than those listed below will be determined on
a case-by-case basis. If there are charges, a 20 percent downpayment will be due prior to delivery of requested information.
No charge to provide an estimate of costs
No charge for the first 30 minutes of staff time to provide the information requested.
- Staff Time: $25/hour for clerical; $40/hour for managerial; $75/hour for professional (Information Technology, high-level Human Resources).
- No charge for the first 10 printed or photocopied pages. Additional copies based on state printing and distribution price list.
- Media: (CD, DVD, Thumb drive) based on statewide price agreement with OfficeMax.
- Postage: Based on current rates.
Information Exempt From Disclosure:
Any information covered by Oregon Confidentiality law in regard to Oregon Employment Department records (ORS 657.665) is exempt from public records disclosure.
Fee Exemption Process:
The Oregon Employment Department may furnish copies of
public information without charge or at a substantially reduced fee if
the department determines the waiver or reduction of fees is in the
public interest because making the record available primarily benefits
the general public, per ORS 192.440(4). All waivers must be approved in
advance by division administrators or region managers. No exceptions to
the fee structure will be made for personnel-related information.