To request copies of public records from the City Recorder, fill out the General Public Records Request below, Police Records Request Form or Fire Report Request Form (If you are using Google Chrome as your internet browser, please save the form to your computer and then click the submit button) and submit it to the City Recorder in person, by email, or by mail (contact information is listed below). This form is available online or in the City Manager’s Office at 225 Fifth Street, Springfield, Oregon.

• Per ORS, the city shall respond to all public records requests within 5 business days of receiving
  the request, and must fulfill the request within an additional 10 business days after acknowledging
  the request, or issue a written response that estimates how long fulfilling the request will take.
  The amount of time needed will depend upon the volume of the records requested, the staff
  available to respond to the records request, and the difficulty in determining whether any of the
  records are exempt from disclosure.
• ORS 192.440 (4) authorizes the City to charge fees associated with public records requests.
• The City Recorder may coordinate the response to complex requests as described in Level 3
  below.
•  Level 1 Request: Does not require a written request and is not likely to require a fee.
  Requested document(s) must be current and readily available and must require minimal staff time or resources to be made available.
•  Level 2 Request: Must be made in writing to the City Recorder. Requested documents are not
  immediately available. Request must clearly and correctly identify the document, may not require extensive staff research to locate the document, may not include more than 50 pages of
  documents that are more than one year old. Requested document must be located in a single
  department or division, may not contain sensitive, confidential, or privileged information, and must not require attorney review prior to release. Cost estimates will be provided and requestor must agree to pay before document retrieval begins. Documents are usually available within 5
  business days (not including weekends or holidays). Payment due upon receipt.
• Level 3 Request: Must be made in writing to the City Recorder. This type of request is complex, involving multiple staff and/or departments or divisions. It involves extensive research or compilation of documents, and may require attorney review. The request also may require follow up by staff to identify what is being requested. City staff furnishes written acknowledgment that the request has been received and provide the requestor a written time and cost estimate for proceeding with the request. The requestor must submit written authorization to proceed and pay the estimated costs before any staff time is expended responding to the request.

Every attempt is made to fulfill Level 1 Requests on the same day, Level 2 Requests within 5 business
days and Level 3 Requests within 15 business days after the request is received. The City Recorder will
coordinate Level 2 and 3 requests and may request a review by the City Attorney to assess disclosure
requirements of the information requested.

After the estimate is given to the requestor, the City Recorder’s Office must receive written authorization
from the requestor before proceeding with the records request. The requestor will be notified if costs
exceed the written estimate given. In addition, a refund will be given if costs are less than estimated.