Request a copy of a Police Department Public Record

Public Records Request

Are you looking for public records? Oregon Revised Statute 192.005 defines a "public record" as any “information, owned, used, or retained by a state agency or political subdivision that relates to an activity, transaction, or function and is necessary to satisfy the fiscal, legal, administrative or historical policies requirements or needs of the state agency or political subdivision."  Every person has the right to inspect any public record of a public body in this state, except as otherwise provided in ORS 192.

Please understand that the documents or records requested may not be immediately available.

There may be a cost for the research time to retrieve the requested records and costs for duplication of requested documents.  If research time is required, the requestor will be notified of the estimated cost prior to retrieving the documents or records. Prepayment for research time and copies may be required. Any documents or records made available for review will be disassembled by city staff.  Copies may be made by the requestor directly, through digital means, such as digital photography or a city supplied flash drive.

                                                   *INSTRUCTIONS FOR REQUESTING PUBLIC RECORDS *

1. Requests must be in writing with the option of using the online form or the below .pdf form.
2. If you submit a hardcopy request using the .pdf form below, submit by personal delivery, mail, fax, or by e-mail at wlpdrecords@westlinnoregon.gov. 
3. If inspection of documents is preferred over copies, such inspection shall occur during normal business hours. An acceptable inspection time and place will be arranged between the requestor and the staff person. Space is provided for one person to inspect records per request.    
4. The police department will submit a cost estimate to the requestor to provide the requested documents, including copying charges, research  time (if required), and separating exempt from non-exempt materials. For further details on the fee schedule, please refer to the City of West Linn Master Fee schedule. City of West Linn Master Fee Schedule
5. If the estimated cost is $35.00 or more, the police department shall require a deposit in the full amount of the estimate before fulfilling the  request. If the actual cost exceeds the estimate, the police department will not release the documents until the fee is received in full.

Public Records Request Services:                                                                                                                                                                                                                                                                  Fee

Photocopying or .pdf creation each police case or incident report - first page up to ten pages                                                                                                $15

Photocopying or .pdf creation each police case or incident report - over ten pages                                                                                                                         See per page photocopying fees below

Photocopying or .pdf creation of police documents (not related to case or incident report) - first page up to ten pages                                        Free

Photocopying or .pdf creation of police documents (not related to case or incident report) - over ten pages                                                                See per page photocopying fees below

Digital files (i.e., audio and photos) produced to USB flash drive/CD duplication for each police case or incident report                                     $20 and 15 for each additional

Records research fee:                                                                                                                                                                                                                                                            Staff hourly wage, plus benefits (first 30 minutes free)

                                                                                                                                                                                                                                                                                                             $100/hr. for legal review/research

Photocopying, Printing, Scanning and Faxing Fees                                        Per page fee

8.5” x 11” (per page charge)                                                                                            $0.25

8.5” x 14” (per page charge)                                                                                            $0.30

11” x 17” (per page charge)                                                                                             $0.35

Non-sufficient Funds (NSF) Charge                                                                          Fee

Relating to returned payments for NSF (pursuant to                                       $25

West Linn Code Section 4.015 and 4.235)

Please see below procedure if you would like to protest the denial of your request for report(s):

Pursuant to ORS 192.415, any person denied the right to receive a copy of any public record of a public body, other than a state agency, may petition the District Attorney’s Office of the county in which the public body is located. The District Attorney’s Office will review the public record to determine if it may be withheld from public inspection.  For appeals, write to:  Clackamas County District Attorney’s Office, 807 Main Street, Room 7, Oregon City, OR  97045. This must be done in writing.