Attorney General's Public Records and Meetings Manual 2010 - Attorney General's Public Records and Meetings Manual 2010

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Public Records and Meetings Law

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Oregon DOJ Home | Legal Resources | Public Records and Meetings Law | Attorney General's Public Records and Meetings Manual 2010 - Records Law App. D

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Attorney General's Public Records and Meetings Manual 2010 - Records Law App. D

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Formal Attorney General Opinions have a volume and page number; Informal Opinions (Letters of Advice) have a number lower than 7000. Public Record Orders are designated PRO. Copies are available from the Department of Justice at reproduction costs. Formal opinions and selected informal opinions are summarized in App E; selected PROs are summarized in App F.

Opinion Number

Date Issued

Agriculture, Department of

Records on Fungicide......................................

PRO

05/02/89

Archives

Retention Schedule..........................................

0223

09/02/71

Attorney-Client Privilege

(See Privileges)

Attorney General

Authority to Order Disclosure........................

.........................................................................

PRO

12/10/99

08/13/87

Birth/Death Records.........................................

PRO

04/07/95

Computer Programs, Data

(See Exemptions, Computer Programs)

Copies

Form of............................................................

........................................................................

In Lieu of Originals........................................

v49p210

v39p721

PRO

01/26/00

05/29/79

07/19/82

Corrections

Agreement with Denton, Texas .....................

AIDS Test of Inmate, Results of ...................

Criminal Investigatory Records.....................

Employee Leave Records ..............................

Incarceration & Parole Records, Petitioner's.

Ombudsman Records.....................................

Security Audit ................................................

Sexual Harassment Complaint ......................

PRO

01/26/96

12/16/87

02/27/07

05/05/94

07/19/82

12/09/04

01/26/93

01/12/90

County Records

Destruction...............................................

0223

09/02/71

Courts (See Also State Court Administrator)

Exhibits...........................................................

Videotape and Audiotape of Court

Proceeding ......................................................

Videotape of Court Proceeding .....................

PRO

02/01/89

08/07/07

12/22/88

Criminal Law & Procedure

Criminal Records ...........................................

Reference to Set-Aside Conviction................

v37p126

2000-1

09/04/74

07/11/00

Death/Birth Records.........................................

PRO

04/07/95

Deeds & Conveyances

Unrecorded, Filed with Tax Assessor............

v37p98

08/30/74

Destruction of Records

Generally.........................................................

Name Changes................................................

0223

v38p945

09/02/71

06/08/77

District Attorneys

Role in Reviewing Denial/Records Request.

.........................................................................

5228

PRO

09/25/81

12/10/99

Drafts

Preliminary Reports........................................

Pre-Release Final Report................................

PRO

10/02/90

09/27/96

Economic Development Commission

Business Development Fund Loan Records..

Economic Development Plan, Drafts of........

PRO

4577

08/21/86

02/09/79

Elected Officials

Judge................................................................

.........................................................................

State Legislator ..............................................

PRO

08/21/02

11/22/95

02/01/89

12/22/88

12/03/04

Elections

Poll Books.......................................................

v38p1318

10/13/77

Employee, Employer & Employee Organizations

Evaluation, School District Superintendent

Home Addresses..........................................

Payroll Information on Public Employee....

Payroll Records of Pub. Works Contractor

v41p437

5524

PRO

6182

04/14/81

07/01/83

03/27/92

11/30/87

Performance Evaluation of Public Employee

.........................................................................

University President, Candidates' Identities.

PRO

6248

05/25/94

07/28/92

10/13/88

Employment, Department of

Layoff-Closure Report....................................

Manager's Performance Evaluation...............

Name/Address of Employers Owing Taxes..

PRO

5731

10/08/81

05/25/94

11/27/84

Employment Relations Board

Representation Petition, Number/Signatures..

Voter Checklists...............................................

PRO

6087

03/06/81

02/26/87

Exemptions

Abandoned Property.......................................

Business Records Required to be Submitted

Nursing Homes, Financial Statements.......

.....................................................................

Pharmacy Operational Data.......................

PRO

3699

3547

3548

12/01/99

09/16/76

03/25/76

03/26/76

Computer Programs

Employment Division, SEARCH Prog......

Motor Vehicle Computer Programs...........

Tax & Assessment Programs.....................

PRO

6126

11/19/81

12/23/88

06/01/87

Confidential Submissions

Accreditation, Portland State......................

Addresses & Telephone Numbers

Lottery Prize Winners.............................

State Employees......................................

Attendance Records, "Sign-Up" Sheets.....

Complaint Filed with Licensing Agency...

Driver License Records on Retesting.........

Employment Applicants/Candidates

Chancellor of Higher Education.............

References & Background Checks........

.................................................................

University President................................

PRO

5860

5524

PRO

6248

04/28/88

09/23/85

07/01/83

06/12/85

11/08/04

04/12/90

08/12/88

07/17/97

01/15/97

10/13/88

Financial Information About Bidder for

Purchase of State Property........................

Good Faith Obligation by Agency.............

PRO

03/04/04

11/08/04

Investigatory Records, ODOT...................

Lightening Strike Map................................

Loan Info., Economic Development..........

Negotiation Notes, Mahonia Hall..............

Representation Elections, Checklists.........

Requests for Proposals (RFPs)...................

Settlement Offer..........................................

Stock Market Appraisals, OIC...................

PRO

6087

PRO

v42p392

11/17/88

09/04/98

08/21/86

07/01/91

02/26/87

04/30/81

04/05/02

06/09/82

Survey Responses

Public School Students...........................

Workers' Compensation.........................

................................................................

Tribal Compact Compliance Info............

PRO

12/11/92

07/14/89

09/12/88

03/03/97

Corrections & Parole Board

Agreement with Denton, Texas..................

Medical Tests..............................................

Security & Disciplinary Records...............

PRO

01/26/96

12/16/87

01/26/93

Criminal Investigatory Information

Generally.....................................................

.....................................................................

Informants, Identity of................................

Polygraph Records......................................

Reports Compiled by Law Enforcement...

.....................................................................

v37p126

PRO

09/04/74

11/13/01

04/04/86

08/15/01

07/08/04

12/18/02

10/10/96

08/30/95

12/23/91

Employee Representation Cards....................

Faculty Research............................................

.........................................................................

PRO

6217

03/06/81

09/25/03

03/29/88

.........................................................................

Federal Law Prohibition

Payroll Records...........................................

Social Security Disability Records.............

PRO

06/19/95

07/07/89

04/13/87

01/21/03

Identification of..............................................

Internal Advisory Communications

Accident Investigation Reports, PUC........

Administrative Proceeding Staff Notes.....

Analysis of Rulemaking Authority............

PRO

4834

PRO

10/16/07

12/13/79

10/21/88

05/23/94

Balancing of Public Interests......................

Budget Cut Proposals.................................

Disciplinary Recommendations.................

Draft Documents/Reports..........................

PRO

02/01/01

08/06/97

03/30/89

06/04/04

.....................................................................

4577

PRO

02/09/79

09/27/96

10/02/90

Draft Hearing Order....................................

.....................................................................

Employment Applicants, Reports on.........

....................................................................

v41p218

PRO

11/05/80

02/24/89

02/09/00

07/17/97

Investigation Report....................................

Letters to State Agencies............................

Preliminary Staff Recommendation...........

.....................................................................

PRO

10/17/97

04/28/88

07/10/02

07/23/82

.....................................................................

Supervisor's Appraisal of Subordinate......

PRO

06/25/81

06/26/98

Library Records..............................................

Litigation, Records Pertaining to...................

.........................................................................

v41p435

PRO

04/13/81

08/16/04

10/01/03

05/23/94

06/08/90

01/12/90

06/25/82

Personal Privacy

Complaints to Licensing Agencies............

.....................................................................

PRO

04/05/02

06/27/84

Crime Giving Rise to PSRB Custody........

Election Records.........................................

Employee Names........................................

PRO

v38p1318

PRO

05/16/85

10/13/77

04/14/95

Employment Applicants/Candidates

Chancellor of Higher Education............

University President...............................

PRO

6248

08/12/88

10/13/88

Income Tax Returns/Financial Stmts.........

.....................................................................

Leave Information......................................

Letter About Faculty Performance.............

PRO

01/02/85

01/12/84

05/05/94

04/28/88

Library Privileges & Related Info..............

License Application, Personal History.......

Loan Info, Economic Development...........

v41p435

PRO

04/13/81

03/04/88

08/21/86

Medical Records (See Also This Heading Below)

Automobile Accident Victims................

Deceased Patient.....................................

OHSU......................................................

PRO

3708

3928

04/03/89

09/23/76

06/07/77

Names & Addresses

Jurors.......................................................

Licensees.................................................

.................................................................

Lottery Winners......................................

PRO

v42p382

4027

5860

04/02/91

05/26/82

09/14/77

09/23/85

Mortgage Holders, DVA........................

Public Employees...................................

.................................................................

Payroll Records...........................................

.....................................................................

PRO

5524

PRO

6182

PRO

09/01/82

07/01/83

05/31/90

11/30/87

03/27/92

Performance Evaluations............................

.....................................................................

v41p437

PRO

04/14/81

06/26/98

05/25/94

07/28/92

Representation Election Records...............

Retirement Benefit Records.......................

Security Release Questionnaires................

Survey Responses.......................................

6087

PRO

02/26/87

11/15/02

11/08/88

09/12/88

Telephone Numbers....................................

Telephone Bills, Annotated........................

Personal Safety...............................................

PRO

09/09/96

08/31/05

11/19/99

Personnel Discipline Actions

BPSST Instructor........................................

Corrections Employees...............................

CSD Employees in Whitehead Case..........

Jurisdiction to Discipline............................

PRO

10/11/96

01/12/90

04/14/95

11/09/00

Motor Vehicles Division Employee...........

Reasonable Time to Respond.....................

State Fire Marshal's Office........................

State Police Officers...................................

.....................................................................

PRO

11/26/90

04/03/95

04/29/93

07/03/95

01/27/92

Real Estate Appraisal Information................

Separation of Exempt/Nonexempt Materials

(See this Heading Below)

Text & Examination Materials

Evaluation for Tax Credit Projects............

Interview Questions...................................

Oral Licensing Examination......................

Practical Licensing Examination...............

PRO

12/02/94

05/02/97

01/12/01

01/24/89

03/17/97

Reviewing Own Examination...................

State Assessment Tests..............................

Threatened/Endangered Species Info............

4891

PRO

02/01/80

02/28/02

06/22/93

Trade Secrets

Bidders Name & Bid Amount....................

Labeled as...................................................

Lightning Strike Map..................................

PRO

04/30/81

01/12/01

09/04/98

Partnership Contribution Info.....................

Payment Schedule, Preferred Provider......

Pricing Data/Operation Plans.....................

Pro Formas..................................................

PRO

05/15/95

12/30/87

12/07/89

03/04/04

Transferred Records.......................................

.........................................................................

Unsafe Workplace Investigations...................

Workers' Compensation Claim Records.......

.........................................................................

PRO

04/05/02

11/08/88

09/19/97

07/09/98

06/26/98

Fees for Records Requested

Actual Costs....................................................

.........................................................................

v42p382

v39p721

PRO

05/26/82

05/29/79

03/29/00

05/19/89

04/07/89

01/24/89

Authority of Public Bodies to Establish Fees

Constitutionally Dedicated Funding, Effect..

.........................................................................

Corrections Division Rule Assessing............

PRO

v39p61

PRO

06/30/05

07/20/78

03/10/00

07/19/82

Establishment of Fee Schedule......................

UCC Financing Statements............................

.........................................................................

Waiver/Reduction of Fees..............................

.........................................................................

3553

4638

4255

v39p61

PRO

03/31/76

04/24/79

03/21/78

07/20/78

10/14/04

.........................................................................

PRO

06/16/04

03/27/02

10/31/01

04/11/00

.........................................................................

PRO

03/29/00

03/10/00

09/18/96

12/11/95

.........................................................................

PRO

02/06/95

05/04/94

05/19/93

08/01/91

07/08/91

Forestry, Department of

Lightning Strike Map......................................

Marbled Murrelet Survey Forms....................

PRO

09/04/98

06/22/93

Government Ethics Commission

Financial Statement of State Legislator.........

.........................................................................

PRO

05/15/81

02/18/81

Governor

Authority to Inspect Confidential Records....

v40p96

10/03/79

Higher Education, Oregon State System of

AACSB Accreditation Letter.........................

Chancellor Nonfinalists, Identity of...............

Complaint by NCAA Against University......

Contract Between OHSU & Blue Cross........

Expenditures for 1995 Rose Bowl (UO)........

PRO

04/28/88

08/12/88

11/12/81

12/30/87

02/06/95

Payroll Records of Student Body President...

Price Lists of Bidders on OHSU RFP............

PSU Foundation Records...............................

PSU Security Log...........................................

Purchase Orders & Requests.......................

Sign-Up Sheet for OSU Open Forum............

Videotape of Rhesus Monkey Behavior........

PRO

04/13/87

12/07/89

04/22/88

01/20/89

08/13/87

06/12/85

06/19/95

Human Services, Department of

(Formerly Including Divisions of Adult and Family Services, Health, Mental Health, Senior and Disabled Services and Vocational Rehabilitation and State Office of Services to Children and Families)

Adult Foster Home, Complaints....................

Advertising Prepared by Private Firm...........

Child Abuse Records......................................

.........................................................................

Child Support Obligor Addresses..................

Children/Juvenile Case Recorders & Court

Records............................................................

.........................................................................

Death Records Database.................................

Deceased Patient Records..............................

.........................................................................

Elderly Abuse Reports....................................

Employees, Discipline Action........................

.........................................................................

Employees, Names/Addresses.......................

Employees, Names in Whitehead Case.........

Medical Info, Vocational Rehabilitation........

Patient Abuse Records, Nursing Home.........

PRO

v40p96

PRO

0312

PRO

3708

PRO

6124

v40p155

09/16/82

08/06/87

10/03/79

06/28/96

11/18/88

12/22/71

06/28/96

08/17/87

04/07/95

09/23/76

02/07/94

06/27/84

04/14/95

04/03/95

05/31/90

04/14/95

07/30/87

12/05/79

Insurance Division

Advisory Group Minutes & Materials........

Financial Records Insurer in Receivership.

Trade secrets...............................................

PRO

07/01/91

05/19/82

08/08/07

Job Training Partnership Act Records.......

5626

02/07/84

Jurors, Names & Addresses.........................

PRO

04/02/91

Jury Lists.......................................................

.........................................................................

v45p185

PRO

03/16/87

11/08/88

Juveniles

Expunction of Records..............................

Police Records..........................................

Records.....................................................

...................................................................

Land Conservation & Development, Department of

Rulemaking Authority, Documents

Supporting..................................................

5998

v42p17

0312

PRO

10/31/86

07/13/81

12/22/71

09/28/87

08/17/87

05/23/94

Legislative Assembly

Legislative Counsel Records......................

PRO

02/21/07

Legislative Research Office

Requests & Research...................................

3002

06/12/74

Libraries

Applications for Public Library Cards..........

Circulation Records.......................................

........................................................................

v41p435

3896

04/13/81

04/01/77

Licenses & Permits

Examination Materials....................................

Oral Answers to Test Questions.....................

4891

PRO

02/01/80

01/24/89

Lottery

Address/Telephone Number Prize Winners..

5860

09/23/85

Maps, Availability of........................................

Medical Records

Deceased Patient Records...........................

.....................................................................

Patient Records, Access to Own Records...

v39p721

3708

PRO

3928

05/29/79

09/23/76

02/05/96

02/07/94

06/07/77

Motor Vehicles Division

Complaint About Driver Competence........

.....................................................................

Computer Database.....................................

Computer Programs, Records Relating to...

Employee Suspension/Termination Record

Fees for Records Searches & Copies..........

Information on Individual in Accident.......

PRO

v39p61

PRO

03/20/03

04/12/90

05/10/96

12/23/88

11/26/90

07/20/78

04/03/89

Naturopathic Examiners, Board of

License Application Answers....................

PRO

03/04/88

Nursing Board

Complaints to Board, Records Regarding..

Names/Addresses of Nurses.......................

.....................................................................

PRO

v42p382

4027

09/02/88

05/26/82

09/14/77

Nursing Homes & Care Facilities

Financial Statements...................................

....................................................................

3547

3699

03/25/76

09/16/76

Occupational Safety & Health Division

Investigation of Complaint..........................

PRO

09/19/97

Old Records (More than 25 Years)...........

PRO

02/07/94

Oregon Investment Council

Financial Information, Money Manager

Evaluation...................................................

v42p392

06/09/82

Oregon Medical Insurance Pool................

v46p155

03/17/89

Oregon State Bar

Disciplinary Proceeding Records................

PRO

03/30/89

Oregon State Hospital

Medical & Psychiatric Records..................

PRO

03/28/89

Oregon State University

Budget Cut Proposals..................................

PRO

08/06/97

Parole & Probation

Parole Hearing, Transcript of......................

.....................................................................

PRO

08/30/82

03/22/82

Person, Definition of..................................

PRO

10/07/02

Pharmacies & Pharmacists

Invoices for Drugs.......................................

Survey of Operational Data........................

3065

3548

08/15/74

03/26/76

Physical Therapy Licensing Board

File & Investigatory Material......................

PRO

08/17/87

Private Bodies

Contract with Public Body, Work Product.

Oregon Medical Insurance Pool.................

State Agency Appointed as Receiver of....

PRO

v46p155

PRO

12/11/92

03/17/89

05/19/82

Privileges

Attorney-Client Privilege...........................

....................................................................

.....................................................................

Physician-Patient Privilege.........................

Psychotherapist-Patient Privilege...............

PRO

09/05/00

03/30/89

10/21/88

08/17/87

07/06/82

02/07/94

Protective Rules

Authority to Adopt......................................

Integrity of Records, Prevent Interference..

PRO

v39p721

07/07/89

05/29/79

Psychiatric Security Review Board

Name/Crime-Persons Enrolled Higher Ed..

PRO

05/16/85

Psychologist Examiners, Board of

Oral Examination Answers.........................

PRO

01/24/89

Public Bodies, Governing Bodies

Background Given to Board Before

Hearing........................................................

Definition of................................................

.....................................................................

Duty to Create Records...............................

.....................................................................

Reasonable Time to Respond to Request....

.....................................................................

Records Custodian......................................

Use of Records Law to Obtain Records......

v38p1761

PRO

6126

PRO

6087

PRO

6049

03/07/78

06/16/04

03/29/04

11/19/02

01/31/01

02/25/92

06/01/87

12/23/88

05/26/05

02/26/87

12/09/04

04/03/95

05/09/89

08/13/87

12/17/99

06/26/87

Public Interest

Generally.....................................................

Criminal Activity........................................

Misuse of Public Funds...............................

Private Litigation........................................

....................................................................

.....................................................................

Vindictive/False Confidential Submission..

0905

PRO

3699

PRO

11/20/70

11/26/90

09/16/76

10/14/04

08/16/04

06/08/90

04/12/90

Public Records

Definition of................................................

.................................................................

.....................................................................

6182

6126

4068

PRO

11/30/87

06/01/87

08/25/77

03/23/05

06/28/01

12/11/92

04/22/88

.....................................................................

Format Specified by Requester....................

.....................................................................

Tape Recording & Transcript.....................

....................................................................

.....................................................................

Use of Computer Software or Program to

Retrieve.......................................................

.....................................................................

Public Safety Standards & Training, Board of

Investigation Report..................................

PRO

08/06/87

07/17/00

09/01/82

04/22/04

08/30/82

03/22/82

10/13/04

07/17/00

10/17/97

Public Utility Commission

Draft Report on Trojan Shutdown Costs....

Staff Reports Prepared for Hearing............

PRO

10/02/90

10/21/88

Racing Commission

Financial Statement of Racetrack

Applicant....................................................

.....................................................................

PRO

01/02/85

01/12/84

Reasonable Time to Respond to Records Request

(See Public Bodies, Reasonable Time to Respond)

Revenue, Department of

Computer-Generated Appraisal Info...........

Opinion & Order (Proposed).......................

6126

PRO

06/01/87

02/24/89

Risk Management Division

Investigation Report....................................

PRO

06/08/90

Schools & School Districts

Evaluation, School District Superintendent

Faculty Records..........................................

Faculty Research (See Exemptions, Faculty

Research)

President Selection, Candidates' Identities.

School Reports & Educational Records......

Student Name Change.................................

Student Names, List of................................

.....................................................................

Student Records..........................................

.....................................................................

Student Survey Results...............................

v41p437

v39p480

6248

5642

v38p945

3104

3125

PRO

04/14/81

01/12/79

10/13/88

11/01/84

06/08/77

11/15/74

01/08/96

08/17/87

04/13/87

12/11/92

Secretary of State

UCC Financing Statement, Fee to Produce.

.....................................................................

4255

4638

03/21/78

04/24/79

Separation of Exempt/Nonexempt Materials.....................................................

.........................................................................

........................................................................

3547

PRO

03/25/76

03/10/00

08/21/86

07/23/82

10/08/81

Social Security Numbers............................

........................................................................

6182

5300

11/30/87

02/18/82

State Accident Insurance Fund

Employer Account Records........................

PRO

04/19/93

State Court Administrator

Jurors' Names/Addresses/Telephone..........

Jury Register, Security Release

Questionnaire.............................................

PRO

04/02/91

11/08/88

State Police

Disciplinary Action Documents..................

.....................................................................

Identity of Informant...................................

Public Safety Plans.....................................

Report on Casino Compliance....................

Undercover Law Enforcement Officers......

PRO

07/03/95

01/27/92

04/04/86

01/27/07

03/03/97

11/13/01

Taxation

Homeowner Property Tax Relief

Application.................................................

Reports & Returns.......................................

5300

v41p455

02/18/82

04/28/81

Transportation, Department of

Accident Investigation Report.....................

Appraisal of Property..................................

Investigation of Harassment Complaint......

Legal Research and Analysis......................

0905

PRO

11/20/70

12/02/94

11/17/88

02/23/06

Twenty-Five Year Old Records

(See Old Records)

Veterans' Affairs, Department of

Names/Addresses of Mortgage Holders......

PRO

09/01/82

Waiver of Exemption by Disclosure..........

........................................................................

4068

6217

PRO

03/29/88

08/25/77

09/28/87

Waiver of Fees

(See Fees for Records Requested, Waiver)

Workers' Compensation Division

Audit Records..............................................

Pending Cases.............................................

Supervisor's Appraisal of ALJ....................

Survey Responses........................................

PRO

06/25/82

07/09/98

06/26/98

09/12/88

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Public Records and Meetings Law

Attorney General's Public Records and Meetings Manual 2010 - Records Law App. D