Table of Contents

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    Attorney General’s Public Records and Meetings Manual 2019 | SearchTable of Contents 
    INTRODUCTION
    PREFACE
    RENUMBERING OF PUBLIC RECORDS LAW
    I. PUBLIC RECORDS
    A. WHO HAS THE RIGHT TO INSPECT PUBLIC RECORDS?
    B. WHO IS SUBJECT TO THE PUBLIC RECORDS LAW?
    1. Public Bodies
    2. Private Bodies
    C. WHAT RECORDS ARE COVERED BY THE LAW?
    1. Writing
    2. Prepared, Owned, Used, or Retained
    D. HOW CAN A PERSON INSPECT OR OBTAIN PUBLIC RECORDS?
    1. Making a Request
    2. Records Custodian
    3. Acknowledging a Request
    4. Completing the Response to a Request
    a. The 15 Business-Day Deadline
    b. Exceptions to the Deadlines
    c. Failing to Complete a Timely Response
    5. Inspecting Records versus Obtaining Copies
    a. Inspecting Records
    b. Copying Records
    6. Protective Rules
    7. Fees
    a. Fee Schedules
    b. Waiving or Reducing Fees
    (1) Public Interest Test
    (2) Decision on Fee Waiver or Reduction
    8. Consulting with Legal Counsel
    9. Retaining and Destroying Public Records
    10. Oregon Transparency Website
    E. HOW DOES A PUBLIC BODY DETERMINE IF RECORDS ARE EXEMPT FROM DISCLOSURE?
    1. The Nature of the Exemptions
    2. Conditional and Unconditional Exemptions from Disclosure.
    3. The Public Interest in Disclosure
    4. Separating Exempt and Nonexempt Material
    5. Waiving an Exemption
    6. Records More than 25 Years Old
    7. The Federal Freedom of Information Act (FOIA)
    8. Finding Exemptions
    9. Sunshine Committee
    F. WHERE AND HOW DOES A PERSON PROCEED IF ACCESS IS REFUSED?
    1. Petitions to the Attorney General
    a. Role of the Attorney General
    b. General Procedures
    c. Health Professional Regulatory Boards and Health Licensing Office
    2. Petitions to the District Attorney
    3. Elected Officials
    4. Court Proceedings
    5. Public Records Advocate
    G. WHAT PUBLIC RECORDS ARE EXEMPT FROM DISCLOSURE?
    a. The Conditional Exemptions of ORS 192.345
    (1) Public Records Pertaining to Litigation
    (2) Trade Secrets
    (3) Criminal Investigations
    (4) Tests and Examinations
    (5) Business Records Required to be Submitted
    (6) Real Estate Appraisals
    (7) Employee Representation Cards
    (8) Civil Rights Investigations
    (9) Unfair Labor Practice Investigations
    (10) Debt Consolidator Investigations
    (11) Archaeological Site Information
    (12) Personnel Discipline Actions
    (13) Information about Threatened or Endangered Species
    (14) Faculty Research
    (15) Computer Programs for the Use of Public Bodies
    (16) Agricultural Producer Indebtedness Mediation Data
    (17) Unsafe Workplace Investigation Materials
    (18) Public Safety Plans
    (19) Telecommunications Utility Audits
    (20) Voter’s Home Address
    (21) Housing Authority and Urban Renewal Agency Records
    (22) Interference with Property or Services
    (23) Security Measures
    (24) OHSU and Public University Donation Records
    (25) Public University Donation Records
    (26) Commodity Commission Filers
    (27) Financial Transfer Records
    (28) Social Security Numbers in Divorce Cases
    (29) University Student E-mail Addresses
    (30) OHSU Medical Researcher Records
    (31) Personal Information of Public Safety Officers Appearing in Certain Records
    (32) Personal Information of Certain Government Attorneys
    (33) Land Management Plans
    (34) SAIF Corporation Business Records
    (35) Public Safety Officer Investigations
    (36) Medical Examiner Records
    (37) Ongoing Audits of Public Bodies
    (38) Electronic Fare Information
    (39) Personal Information of Civil Code Enforcement Officers in Certain Records
    (40) Body Camera Footage
    b. The Exemptions of ORS 192.355
    (1) Internal Advisory Communications
    (a) Types of Records
    (b) Balancing Disclosure and Nondisclosure
    (2) Personal Privacy Exemption
    (a) Personal Information
    (b) Unreasonable Invasion of Privacy
    (c) Balancing Disclosure and Nondisclosure
    (d) Applying the Exemption
    (e) Related Exemptions
    i. The Personal Safety Exemption
    ii. Concealed Handgun Licenses
    (3) Public Employee Personal Information
    (a) Public Employee Photo ID
    (4) Confidential Submissions
    (a) Generally
    (b) Personal Contact Information
    (5) Corrections and Parole Board Records
    (6) Lending Institution Records
    (7) Presentence and Probation Reports
    (8) Federal Law Exemption
    (9) Other Oregon Statutes Establishing Specific Exemptions
    (a) In General
    (b) Attorney-Client Privilege
    (10) Transferred Records
    (11) Security Programs for Transporting Radioactive Material
    (12) PERS Nonfinancial Information about Members
    (13) Records Relating to the State Treasurer or OIC Publicly Traded Investments
    (14) Records Relating to the State Treasurer or OIC Investment in Private Fund or Asset
    (15) Public Employees Retirement Fund and Industrial Accident Fund Monthly Reports
    (16) Unclaimed Property Reports
    (17) Economic Development Information
    (18) Transient Lodging Tax Records
    (19) Information for Obtaining Court-Appointed Counsel
    (20) Workers’ Compensation Claim Records
    (21) OHSU Sensitive Business Records
    (22) OHSU Candidates for University President
    (23) Library Records
    (24) Housing and Community Services Department Records
    (25) Forestland Geographic Information System
    (26) Public Sale or Purchase of Electric Power
    (27) Klamath Cogeneration Project
    (28) Public Utility Customer Information
    (29) Alternative Transportation Addresses
    (30) Oregon Corrections Enterprises
    (31) Confidential Submissions to DCBS
    (32) County Elections Security Plans
    (33) Security Programs
    (34) Personal Information in Paternity or Child Support Judgments or Orders
    (35) SAIF Corporation Employer Account Records
    (36) SAIF Corporation Claimant Records
    (37) Military Discharge Records
    (38) Domestic Violence Service or Resource Center Records
    (39) Prescription Drug Monitoring Records
    (40) E-mail Addresses
    (41) Personal Information of DPSST Licensees
    (42) Veterans’ Personal Information
    APPENDIX A – FREQUENTLY ASKED QUESTIONS
    APPENDIX B – SAMPLES, FORMS
    SAMPLE REQUEST FOR DISCLOSURE OF PUBLIC RECORDS
    SAMPLE WRITTEN PROCEDURE FOR PUBLIC RECORDS REQUEST
    SAMPLE RESPONSE ACKNOWLEDGING PUBLIC RECORDS REQUEST
    SAMPLE RESPONSE COMPLETING PUBLIC RECORDS REQUEST
    CERTIFICATION OF TRUE COPY (PAPER RECORDS)
    CERTIFICATION OF TRUE COPY (ELECTRONIC RECORDS)
    PETITION FOR ATTORNEY GENERAL’S OR DISTRICT ATTORNEY’S REVIEW
    HELPFUL HINTS FOR RESPONDING TO PUBLIC RECORDS REQUESTS
    APPENDIX C – SUMMARIES OF OREGON APPELLATE COURT DECISIONS
    1961–1980
    1981–1990
    1991–2000
    2001–2010
    2012–CURRENT
    APPENDIX D – SUMMARIES OF OREGON ATTORNEY GENERAL OPINIONS
    1976–1980
    1981–1990
    1991–CURRENT
    APPENDIX E – SUMMARIES OF SELECTED PUBLIC RECORDS ORDERS ISSUED BY THE OREGON ATTORNEY GENERAL
    1981–1985
    1986–1990
    1991–1995
    1996–2000
    2001–2005
    2006–2010
    2012–CURRENT
    APPENDIX F – STATUTES AFFECTING DISCLOSURE
    APPENDIX G – ATTORNEY GENERAL’S UNIFORM RULE FOR THE PERSONAL SAFETY EXEMPTION
    APPENDIX H – OREGON REVISED STATUTES
    II. PUBLIC MEETINGS
    SPECIAL NOTE: ROLE OF THE ATTORNEY GENERAL
    A. POLICY OF THE PUBLIC MEETINGS LAW
    B. BODIES SUBJECT TO THE LAW
    1. Governing Bodies of Public Bodies
    a. Authority to Make Decisions for a Public Body
    b. Authority to Make Recommendations to a Public Body
    2. Private Bodies
    3. Federal and Multi-Jurisdictional Bodies
    C. MEETINGS AND DELIBERATIONS SUBJECT TO THE LAW
    1. Public Meetings
    a. Quorum Requirements
    b. Subject of Meetings and Social Gatherings
    c. Serial Communications
    d. Electronic Communications
    2. Statutorily Exempt Public Meetings
    D. REQUIREMENTS OF THE LAW
    1. Notice
    a. Contents of Notice
    b. Methods of Notice
    2. Space and Location
    a. Geographic Location
    b. Nondiscriminatory Site
    3. Accessibility to Persons with Disabilities
    4. Public Attendance
    5. Control of Meetings
    6. Voting
    7. Minutes and Recordkeeping
    a. Public Availability of Minutes
    b. Retaining Minutes
    E. EXECUTIVE (CLOSED) SESSIONS
    1. Permissible Purposes of Executive Sessions
    a. Employment of Public Officers, Employees, and Agents
    b. Discipline of Public Officers and Employees
    c. Public Hospital Medical Staff
    d. Labor Negotiator Consultations
    e. Real Property Transactions
    f. Exempt Public Records
    g. Trade Negotiations
    h. Legal Counsel
    i. Performance Evaluations of Public Officers and Employees
    j. Public Investments
    k. School Safety Threats
    L. Health Professional Licensee Investigation
    m. Landscape Architect Registrant Investigation
    n. Security Programs
    o. Labor Negotiations
    q. Other Executive Session Statutes
    2. Final Decision Prohibition
    3. Method of Convening Executive Session
    4. Media Representation at Executive Session
    a. Who is a representative of the news media?
    b. Re-disclosing Information
    c. Exceptions
    5. Other Persons Permitted to Attend Executive Sessions
    F. ENFORCEMENT OF THE LAW
    1. Injunctive or Declaratory Actions
    2. Civil Penalties
    APPENDIX I – FREQUENTLY ASKED QUESTIONS
    APPENDIX J – SAMPLES, FORMS
    GUIDE TO BODIES SUBJECT TO PUBLIC MEETINGS LAW
    PUBLIC MEETINGS CHECKLIST
    SAMPLE MEETING NOTICES
    CHECKLIST FOR EXECUTIVE SESSION
    SAMPLE SCRIPT TO ANNOUNCE START OF EXECUTIVE SESSION
    SAMPLE PUBLIC MEETINGS MINUTES
    APPENDIX K – PARLIAMENTARY PROCEDURE, QUORUMS, AND VOTING
    A. PARLIAMENTARY PROCEDURE GENERALLY
    B. QUORUMS AND VOTES
    1. General Law
    2. When Other Statute Designates Quorum
    C. VACANCIES
    D. ABSTENTIONS
    E. PROXY VOTE, ABSENTEE VOTE, VOTES BY MAIL, AND SECRET BALLOTS PROHIBITED
    F. VOTE TABLES
    Boards and Commissions Covered by ORS 174.130
    Boards and Commissions Covered by Statutes Specifying Quorum Requirements
    APPENDIX L – SUMMARIES OF OREGON APPELLATE COURT DECISIONS
    1974–1990
    1991–CURRENT
    APPENDIX M – SUMMARIES OF OREGON ATTORNEY GENERAL OPINIONS
    1974–1980
    1981–1990
    1991–CURRENT
    APPENDIX N – OREGON REVISED STATUTES