Public Records Request

A request for public records that are in the custody of Treasury may be made by submitting a written request to:

• James Sinks
• Director of Communications and Stakeholder Relations
• 350 Winter St., Ste 100
• Salem, OR 97301
• (503) 378-2565
• Information.Request@ost.state.or.us

The request may be submitted through the Oregon State Treasury’s Public Records Request portal, in person, by mail, or by e-mail.

A request made through Treasury’s Public Records Request portal collects the information necessary to file a request. A request made by any of the other methods must:

• Include name and address of the person requesting the public record;
• Include telephone number or other contact information for the person requesting the public record; and
• Include a sufficiently detailed description of the record(s) requested to inform Treasury to search for and identify responsive records.
• If the request includes a request to waive or reduce the fee, it must include a statement explaining how reducing or waiving the fee primarily benefits the general public.

The request should:

• Be Dated;
• Be signed by the person requesting the public record (Requestor). A physical signature is not required when submitted through the Oregon State Treasury’s Public Records Request portal or by email.

A person that submits a request through the Oregon State Treasury’s Public Records Request portal or by email agrees to transact business electronically, unless: 1) the Requestor indicates that they would rather receive the records by mail, or 2) the Requestor indicates a preference to inspect the records in Treasury’s office.

Treasury Fee Schedule

Treasury will charge a Requestor the actual cost (labor and other costs) of providing the records when the estimated cost is greater than $25.00.

Labor Costs Fee Schedule

The cost of labor will be charged in five-minute increments. The rate is based on the work performed; not on the employee performing it. For example, if a manager is making copies, the charge will be at the clerical rate. Labor charge include locating, compiling, editing, redacting, or otherwise processing information and records. The rates are as follows:

Other Costs Fee Schedule

Other costs include photocopying, duplicating, mailing, third-party costs, or other costs necessary to deliver the requested records. Such fees are as follows:

Estimated Cost Invoice

Treasury will provide the Requestor with an Estimated Cost Invoice. The Requestor must agree to the estimated cost within 10 business days of the date of the Estimated Cost Invoice. If the Requestor fails to confirm the estimate within 10 business days, Treasury will close the request without further action.

Unless otherwise provided on the Estimated Cost Invoice, the Requestor is not required to pay the estimated amount. However, if an estimate exceeds $1,000.00, Treasury will request a deposit of 10 percent of the estimated amount prior to taking any action to fulfil the request.

When the Requestor agrees to the Estimated Cost Invoice, Treasury will begin the work and will track the actual cost. If the actual cost of providing the records is greater than the estimated cost, Treasury will re-estimate the cost, and provide a new Estimated Cost Invoice to the Requestor for confirmation prior to continuing the work.

Fee Waiver or Reduction

The Requestor may request in writing a fee waiver or reduction. Treasury will consider the appropriateness of the request based on the legal requirements and the Attorney General’s direction.

Invoice

When Treasury has completed the work to fulfil a request, Treasury will provide a final Invoice to the Requestor. The Requestor has 60 calendar days to pay the full amount of the Invoice. The Requestor must submit the payment to:

• Oregon State Treasury
• ATTN: Accounts Payable
• 350 Winter St., Ste 100
• Salem, OR 97301

If the Requestor does not pay within 6o calendar days, Treasury will close the request without further action.

Resources

A person requesting public records may seek help and guidance from the Public Records Advocate (https://sos.oregon.gov/public-records/Pages/default.aspx , or 503-378-5228). A Requestor may file a complaint with the Public Records Advocate under circumstances prescribed in Oregon statute. The Advocate provides mediation services to resolve conflicts over the withholding of records or the cost of a records request.

To appeal Treasury’s decision to withhold information, a Requestor may only seek relief by filing an action in circuit court, pursuant to Oregon statute.