Find Public Records

With a few exceptions, all government records of any kind are considered public records. Specifically, a “public record” is any writing that contains information relating to the conduct of public business… that is prepared, owned, used, or retained by a public body. [ORS 192.311(5)(a))]

The term “writing” is broadly defined to include not only traditional handwritten or typed documents, but also photos, maps, drawings, diagrams, video and audio recordings, websites, social media content, emails, text and chat messages and data sets.

Under Oregon law, every person has a right to inspect any nonexempt record of a public body in Oregon and it is the policy of the Port to ensure public access is provided in compliance with State law and demonstrates the Port’s commitment to transparency and open government.

Public Records Act exemptions are found in ORS 192 subsections 345 and 355. Numerous other exemptions and disclosure prohibitions are included in other State and Federal statutes.

The Oregon Department of Justice provides a catalog of public records exemptions to assist public officials and members of the public in determining what information is exempt from public disclosure.

A request can be made by submitting your request using our online form.

Public record requests can be made in writing. Please note that there will be a delay in receiving and fulfilling the request due to mail delivery times. You can send the request to:

Records Program
Port of Portland
P.O. Box 3529
Portland, OR 97208-3529

We are more than happy to help with your request. Oregon Public Records law prohibits public agencies from using the Public Records law to request records. However, we utilize our Public Records Request system to track all requests and can help fulfill your request as an interagency courtesy.

To streamline the public records request process, the Port utilizes the online form to help ensure we receive a clear concise request and the requester’s contact information. It also allows for the immediate delivery of the request to the Port Records Program.

The cost is dependent on factors such as the scope of the request, the types of records requested, and the complexity of the research required. The Port Public Records Price list can be found online at Port Public Records Request Price List.

The Port does not charge for requests that can be completed in under an hour.

A fee will be charged for requests that take longer than an hour to complete. The Port will provide the requester an estimate of the charges. Prepayment of half the estimated charge is required before the Port makes the records available for inspection or copying or produces copies of any requested records. If the actual costs incurred by the Port to respond to a records request are less than the amount of any required prepayment, the Port will promptly refund the overpayment. If the actual costs incurred by the Port to respond to the request are more than the amount of the prepayment, the Port will require payment of all such additional costs before the records are produced to the requester or made available for inspection or copying.

The Port will provide you one free copy of your police report if you identify yourself as the victim in your Public Records Request.

The Port may reduce or waive fees if making the records available primarily benefits the public. To have a fee waiver request considered, the requester can, when the cost estimate is provided, state how the release of the records will benefit the public. Fee waivers are normally not granted if the request is for a solely private or individual interest. All fee waiver requests are evaluated on a case-by-case basis to determine sufficient public interest and the requester’s ability to disseminate the information to the public.

The public records law authorizes public agencies like the Port to establish reasonable fees to be reimbursed for the actual costs of producing the records ORS 192.324(4)(a).

The fee for responding to a public records request will be that established in the fee schedule adopted by the Port. The fee will be reasonably calculated to reimburse the Port for its actual costs in making the records available as defined in the Port Public Records Request Price List.

All citizens have the right to inspect public records at the Port’s offices, rather than receive copies of the records.

The Port is obligated to provide public records in the format in which they exist. If requested public records are in electronic form and you want to inspect the records, the Port will plan for you to do so with the appropriate device, such as a computer or tape recorder. The Port is not obligated to provide a public record in another form, such as a written transcript. The Port may provide the public record in an alternative format such as a transcript if it wishes and if the person making the request fully reimburses the Port for the costs of providing the record in such an alternative format. The Port will provide records in alternative format at no cost if necessary to provide reasonable accommodation to the persons with disabilities.

Records may not be available. The Port is not required to create new records where none exist to respond to requests for information.

The Public Records Law does allow for exemptions of certain types of records (ORS 192.345 and 192.355). If staff determines an exemption may apply, your request will be forwarded to the Port Legal Department for further consideration. You will be contacted with the final decision within a reasonable amount of time. If the Port tells you that your requested records are exempt and that we cannot share the information, we also will tell you why and provide you with a citation to the relevant exemption. In some cases, it is possible to provide you with the records with protected information removed.

If you disagree with an exemption cited in your public records request, you can appeal the decision with the Multnomah County District Attorney.

No, a new request must be made each time.

If you would like additional information about public records, visit the Oregon Department of Justice: Citizen’s Guide to Public Records and Meetings.

An additional resource is A Quick Reference Guide to Oregon’s Public Records Law.