Oregon Public Records Law
Oregon's public records law is ORS Chapter 192. It defines a public record broadly as a writing that relates to public business and is held by a public body, no matter the format. It gives the public a general right to inspect nonexempt records. That right supports requests to county offices like the Clerk, the Sheriff, and the District Attorney.
Court records are a special case. They are also controlled by ORS Chapter 7 and court rules, so a court file follows court-record rules on top of the general law. Many case types are restricted by statute or court order.
The general public records right sits in ORS Chapter 192.
That chapter also lists the fee rules and the exemptions described later on this page.
What Records the County Clerk Maintains
The County Clerk is the keeper of many county records, separate from court case files. The Recording Division records real property documents and issues marriage licenses. The Elections Division runs voting. Records Management supports the county's public records and archives.
- Deeds, mortgages, and other recorded real property documents
- Plats and Board of County Commissioners journal documents
- Marriage licenses and domestic partnerships
- Election and voter registration records
- Archived and microfilmed county records
The Sheriff's Office holds a different set: police reports, citations, warrants, and protection orders. Its Records Unit takes requests in person and through an online public records center.
The sheriff's records content explains those responsibilities and fees.
The Sheriff's Office records unit handles police reports and public records requests.
The Records Unit works around the clock and manages tens of thousands of documents a year.
It helps to know the line between county records and court records. The County Clerk is not the court clerk. The Clerk keeps recorded documents, marriage licenses, and election records, while the court keeps case files. Sending a request to the wrong office is the most common reason a public records request stalls before it even starts.
How to File a Public Records Request in Clackamas County
The first step is picking the right office. Court files go to the court, sheriff records go to the Sheriff, recorded documents go to the County Clerk, and other records go to the department that holds them. Then you describe what you want clearly.
- Identify the office that holds the record you need.
- Describe the records, with dates, names, or a case number if you have them.
- Submit by mail, email, the online public records center, or in person.
- Wait for the response and any cost estimate.
- Pay the fees, then receive or inspect the records.
The court uses a statewide OJD records request form, while the Sheriff uses an online public records center. The County Clerk handles recorded documents directly.
Public Records Request Form Fields
A court records request form asks for specific details. The Clackamas Circuit Court request form is a good model for what to include. The clearer the description, the faster the response.
| Field | Required | Notes |
|---|---|---|
| Requester name and signature | Yes | In the contact section of the form |
| Mailing address | Yes | Address, city, state, ZIP |
| Weekday phone / email | Yes | For contact and delivery |
| Inspect or copy | Yes | Choose inspect, copy, or both |
| Type of record and subject | Yes | Describe the record and topic |
| Case name / number | If a case record | The OJD case caption and number |
| Documents requested | Yes for copies | Title, date filed, and entry number |
For copy requests, note which documents need certification or exemplification.
Response Timelines
Oregon sets response duties under ORS 192.329. A public body must acknowledge and act within set steps. For court records, OJD says a court may take up to 5 business days to respond and 10 or more business days to complete some requests. Complex requests take longer.
If costs are likely to top a set amount, the office estimates them first. The court does not proceed until the requester confirms in writing and pays in advance, with any excess refunded. A clear, narrow request usually moves faster than a broad one, since broad requests take more staff time to gather and review.
Public Records Fees in Clackamas County
Oregon lets a public body charge fees reasonably calculated to cover the actual cost of making records available. That includes copying, staff time, and redaction. Different offices set their own rates within that rule.
| Item | Amount |
|---|---|
| Court copy per page | $0.25 |
| Certified court copy | $5.00 plus per-page charge |
| Sheriff police report | $15 first 30 pages, $0.25 each additional |
| Sheriff photos | $15 |
| Sheriff video or audio | $50 per video plus staff time |
A victim listed on a crime report pays no charge for report copies, though other charges can still apply. Fee waivers may be available when disclosure serves the public interest, but they are not automatic, so ask the office directly.
Records That Are Exempt
Not every record is open. ORS 192.345 lists conditionally exempt records, released only when the public interest requires it. ORS 192.355 lists records exempt outright, including those made confidential by other Oregon laws. That is the bridge to juvenile, abuse, and criminal-justice confidentiality rules.
Child abuse records are confidential under ORS Chapter 419B.
Those reports stay closed except where a statute allows access, which limits public requests for CPS-related material.
Sealed and Confidential Categories
Some records are restricted by their subject. Criminal judgments and set-asides have their own rules, and certain person-crime definitions feed into what stays confidential. Sealed and set-aside records drop out of routine public access.
Criminal judgments and set-asides are governed by ORS Chapter 137.
A set-aside under this chapter seals the record so it no longer appears in a routine public search.
Person-crime definitions referenced by records restrictions sit in ORS Chapter 163.
These definitions matter because some records tied to sensitive offenses carry extra protection.
If Your Request Is Denied
A denial is not the end. Under Oregon's public records law, a denial by a local public body can be reviewed by the district attorney. A denial by a state agency can be reviewed by the Attorney General. The route depends on which body holds the record.
For court records, the access question often turns on a confidentiality statute or a court order rather than a plain denial, so the next step may be a court request instead of an administrative appeal.
Note: Pick the office that holds the record before you file, since a request sent to the wrong body only delays the answer you need.