How to File a Public Records Request in Redmond, Oregon

What Is the Oregon Public Records Law?

The Oregon Public Records Law, codified at ORS 192.311 through 192.478, establishes the fundamental right of every person to inspect and copy records held by any Oregon public body. The law applies to city governments, county agencies, state departments, school districts, and special districts. Any natural person — regardless of Oregon residency or U.S. citizenship — may make a request, and the requester's identity or purpose is generally irrelevant.

A 'public record' is broadly defined under ORS 192.311 to include any information prepared, owned, used, or retained by a public body that relates to its functions. In practice, this covers building permits, city council meeting minutes, contracts, email correspondence, financial records, police reports, and land use decisions.

Oregon's Public Records Law is explicitly a law of disclosure, not confidentiality. Under ORS 192.314, the default presumption is openness. Key exemptions include personal medical files, residential addresses of public employees (ORS 192.355), some active law enforcement investigatory materials (ORS 192.345), attorney-client communications, and trade secrets. When a record contains both exempt and non-exempt information, the public body must separate and release the non-exempt portions. The burden of proving an exemption applies rests on the public body — not the requester.

Read the full text of the Oregon Public Records Law (Oregon Revised Statutes (ORS) §§ 192.311 through 192.478)

How to File a Public Records Request with the City of Redmond

How to Submit Your Request

The City of Redmond uses JustFOIA, a secure online public records portal, as its preferred method for submitting and tracking requests. Visit https://redmondoregon.justfoia.com/publicportal and click 'Make a New Request' to begin. The portal allows you to describe the records you seek, receive automated status updates, and communicate directly with City staff throughout the process. You may also submit a written request by email to the City Recorder, by mail to City Hall at 411 SW 9th St, Redmond, OR 97756, or in person at City Hall during regular business hours. No specific form is required — a clear written description of the records you are seeking is sufficient. For police records specifically, a separate JustFOIA form is available through the Police Department.

What to Include in Your Request

• A clear description of the records you are requesting, including record type, subject matter, and date range if known
• Your name and preferred contact method (email, phone, or mailing address)
• Your preferred format for receiving records (electronic PDF, paper copies, etc.)
• A statement that the request is made pursuant to the Oregon Public Records Law (ORS 192.311–192.478)
• A request that the City cite any specific statutory exemption it relies on if records are withheld
• A fee cap or pre-approval threshold (e.g., notify you before costs exceed $25)
• Whether you are requesting a fee waiver on public interest grounds, and a brief explanation

Response Deadlines and What to Expect

Oregon's Public Records Law sets two sequential deadlines for public bodies responding to written requests. Under ORS 192.324, the City of Redmond must acknowledge receipt of your request within five business days of receiving it. A 'business day' under Oregon law means any day other than Saturday, Sunday, or a legal holiday on which at least one paid employee of the public body is scheduled to work.

Following the acknowledgment, ORS 192.329 requires the City to complete its response — or provide a written statement that it is still processing the request along with a reasonable estimated completion date — within ten additional business days. This means you should receive records, a formal denial, or an estimated timeline within approximately three weeks of filing a request under normal circumstances.

Extensions may apply if compliance would be impracticable because the staff necessary to process the request is unavailable, or because processing would demonstrably impede the City's ability to perform other necessary services. In such cases, the City must still provide a written estimated completion date.

Fees are governed by ORS 192.324(4). The City may charge for the actual cost of locating, reviewing, and copying records, but may not include attorney time spent determining whether an exemption applies. If estimated fees exceed $25, the City must notify you in writing and obtain your confirmation before proceeding. Fees can be waived or reduced for requests that serve the public interest and are not primarily commercial in nature.

What to Do If Your Request Is Denied or Delayed

If the City of Redmond denies your public records request, delays its response beyond the statutory deadlines, or assesses fees you believe are unreasonable, you have several escalation options under Oregon law.

First, contact the City Recorder or the Administration Department directly to ask for clarification. Sometimes a denial is the result of a misunderstanding about the scope of the request, and a narrowed or refined request can resolve the issue informally.

If the City denies access and cites an exemption, review whether the exemption applies. Under ORS 192.338, even if part of a record is exempt, the non-exempt portions must be provided. Denials must identify the specific statutory exemption relied upon. If the City fails to do this, that omission is itself grounds for appeal.

For city records, your formal appeal route runs through the Deschutes County District Attorney. Under ORS 192.415, you may petition the district attorney to review the denial. The district attorney must issue a written decision within seven business days. If the district attorney agrees the records should be released and the City fails to comply, you may then file a petition in Deschutes County Circuit Court.

ORS 192.431 entitles a prevailing requester in a court action to costs, disbursements, and reasonable attorney fees at trial and on appeal. If you prevail only in part, the court has discretion to award a proportional share of fees.

The Oregon Public Records Advocate (ORS 192.461–192.464) may also provide facilitated dispute resolution for city-level disputes — but only with the mutual consent of both the requester and the City of Redmond. This can be a faster and less adversarial path when both parties are willing to participate.

Steps to Appeal

1. Contact the City Recorder informally to clarify the denial reason and consider narrowing or rephrasing your request.
2. Request that the City identify the specific ORS exemption it relied on, as required by law; if it fails to do so, note this deficiency in writing.
3. File a written petition with the Deschutes County District Attorney pursuant to ORS 192.415 asking for review of the denial; the DA must respond within seven business days.
4. If the DA orders disclosure and the City fails to comply, file a petition in Deschutes County Circuit Court under ORS 192.431.
5. Explore facilitated dispute resolution through the Oregon Public Records Advocate (ORS 192.464) with the City's consent as a less adversarial alternative to court.
6. If you prevail in court, you are entitled to costs and reasonable attorney fees under ORS 192.431(3); if you prevail in part, the court may award a proportional share.
7. Consult the Oregon Department of Justice's Attorney General's Public Records and Meetings Manual (available at doj.state.or.us) for additional guidance on exemptions and appeal procedures.

Types of Records You Can Request from Redmond, Oregon

The City of Redmond produces and maintains a wide range of public records across its departments. The following are common record types that residents, journalists, and researchers frequently request from the City.

• City Council meeting minutes, agendas, and recorded deliberations
• Building permits, inspection reports, and code compliance records
• Planning and zoning permits, land use applications, and environmental review documents
• City contracts, vendor agreements, and procurement records
• City budget documents, financial audits, and expenditure reports
• Police incident reports and arrest records (subject to applicable exemptions)
• Public works and infrastructure project records, engineering reports, and right-of-way documents
• City employee salary and compensation data (personal contact information may be redacted)
• Development agreements and urban renewal agency records
• Correspondence and email from city officials relating to City business
• City ordinances, resolutions, and municipal code amendments
• Airport-related records for Roberts Field (Redmond Municipal Airport)
• Risk management and liability incident reports
• City Recorder annexation records and right-of-way vacation filings
• Grant applications and federally funded project documentation

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Redmond to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Redmond