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Public Records Requests

About Public Records

Please read through the information below before submitting the request form.

 

FILL OUT THE ONLINE FORM
The public records request​ form is in PDF format and has interactive fields that expand, if necessary, as you type. Please be as specific as possible in describing the records you seek by including information such as highway and milepost or exit number, city or county or well-known landmark, dates or timeframe, contract or RFP number, etc.

You can keep a copy of the finished form by using the "Save As" or "Print" button embedded in the form.

DO NOT use this form to request DMV records. For DMV records, see next section.

INSTRUCTIONS
Near the top of the form is a link to an instruction page if you have questions while filling out the form.

Best Method -- SUBMIT ELECTRONICALLY

  • When finished, press the "Click to submit by email" button embedded in the form and an email composition window will open. The email message will be preaddressed and will have your PRR form already attached.
  • When you click "Send," the email will be delivered directly to the inbox of staff who assign public records requests.
  • Type your entire request, explanatory information or instructions to staff in the PRR form and NOT in the email message. Only the PRR form will be seen by the person who fills your request.

Problem? If you have any technical difficulties accessing the PRR form, send an email message to ODOT Public Records Inbox to arrange for an alternate method of submission.

Other ways of submitting the PRR form:
Fax: (503) 986-4025

Mail or hand deliver:
ODOT Public Records Request
355 Capitol Street NE MS 51
Salem OR 97301

​If the records you seek are held by DMV, use this link: DMV Records Requests​​​

Labor
There is no charge for the first 30 minutes of staff time. Beginning with the 31st minute, charges are assessed for staff time that includes researching, locating, compiling, editing or otherwise processing information and records.

Fees for staff time:

  • $25.00 per hour for clerical level staff;
  • $40 per hour for managerial level staff;
  • $75 per hour for professional level staff;

DOJ or other applicable legal fees are charged at the actual hourly rate set by statute ORS 192.440(4)(b).

​Photocopies
Current price list for DAS State Printing and Distribution.

CD or other media storage device
Actual cost according to statewide price agreement with provider of office supplies. Due to the threat of computer viruses, the department does not permit requestors to provide their own disks or other media storage devices.

Electronic transmission
There is no charge to send you documents by email or another electronic transfer method.

Delivery
The actual cost for delivery of records such as postage or courier fees.

Certification
$5.00 for each true copy certification. (Each document, not each page.)​

​​

​The Oregon Department of Transportation will evaluate requests for fee waiver or reduction using guidance provided in DAS statewide policy 107-001-030​. Requests must meet a "public interest" test in order to receive a fee waiver or reduction.

The list includes, but is not limited to:

  • Home address;
  • Date of birth;
  • Telephone number;
  • Social Security number;
  • Driver license, identification badge or card;
  • Certain signatures;
  • Trade secrets;
  • Test questions;
  • Personnel discipline action;
  • Records that would identify security measures;
  • Information relating to the appraisal of real estate prior to its acquisition;
  • Records concerning the location of archaeological sites or objects;
  • Records related to litigation against the Department;
  • Communications within ODOT or between ODOT and another public body of an advisory nature that are preliminary to any final agency determination of policy or action;
  • Records containing information from motor carriers for the purpose of collecting any tax or conducting an audit.
​For additional information see ORS 192.501 to 192.505​.

    What is a public record?
    Public record is defined in Oregon law as any writing that contains information relating to the conduct of the public’s business, ...prepared, owned, used or retained by a public body regardless of physical form or characteristics. ORS 192.410(4)(a)

    “Writing” means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings. ORS 192.410(6)

    How long does it take to receive records?
    The Oregon Department of Transportation's standard is 10 business days to communicate with you and either supply the requested records, give you an estimate of the time and cost to produce the records, or let you know ODOT cannot fill the request and the reason. The time required to produce all responsive records may be longer than 10 days.

    What if ODOT doesn't have records in the form or format I request?
    Public records law pertains to existing records and does not require the agency to generate a record to respond to a request. Depending on what you're asking for, if the agency can't convert the records to your preferred format, you will receive them in the form in which the agency stores them.

    What is FOIA and how does it relate to my records request?
    FOIA is the Freedom of Information Act, which is federal law. Although requesters frequently mention FOIA in their requests, that law only applies to federal agencies, not state agencies.

    Oregon state agencies release records under Oregon law found in ORS 192.410 through 192.505.​​

     
     

    Contact Us

    Lauri Kunze, Coordinator
    Public Records Requests
    503-986-3171
    lauri.g.kunze@odot.state.or.us
    355 Capitol Street NE, MS 51
    Salem OR 97301

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