Public Records Request Form

Instructions for Requesting Public Records:
1. Requestors are encouraged to use the standard Public Records Request Form provided by the City when submitting a request, although other forms of written requests will be accepted if all the information required on the standard form is provided.

2. All requests shall be directed to:
City of Tualatin
Attn: Deputy City Recorder
18880 SW Martinazzi Ave, Tualatin, OR 97062
503.691.3011 (phone)
Refer to the City’s Public Records Request Form for the current Deputy Recorder’s email address.

3.The City shall acknowledge all requests as soon as practical and without unreasonable delay within five (5) business of receipt of the request.

4.The City will provide the requestor with an estimate of the costs incurred by the City to provide the requested documents, including copying charges, research time (if required), and redaction of materials. There is no research cost for the first ½ hour of staff time. Upon receipt of the cost estimate, the requestor must confirm to the City in writing that the requestor wishes for the City to proceed with the request.

5.If the estimated cost is $25 or more, the city will require a deposit in the full amount of the estimate before fulfilling the request. If the actual costs incurred by the City to respond to the request are more than the amount deposited, the City may charge the requestor for all such additional costs and may require an additional amount to be deposited before any additional work on fulfilling the request proceeds. If the actual cost exceeds the estimate, the city will not release the documents until the fee is received in full. If the cost estimated is less than $25, the city will fulfill the request and present the requestor with an invoice to be paid before release of documents.

6.Upon receipt of payment, the City will provide the responsive records electronically, typically by email. If electronic delivery is not feasible or another method is requested, the City will coordinate with the requestor to arrange an alternative method of access, which may include in-person inspection, pickup of copies, or mailing. Any applicable final costs must be paid before records are provided.

7.If a public records request is denied, the City shall prepare a denial of the request, which shall be provided to the person making the request in writing as soon as is practicable.