Records Requests

What is a public record?

According to ORS 192.311, a public record includes "any writing that contains information relating to the conduct of the public’s business, including but not limited to court records, mortgages, and deed records, prepared, owned, used or retained by a public body regardless of physical form or characteristics." It is important to note that Oregon Public Records Law does not require the County to create a public record where none exists. This is especially true when it comes to data found in computer systems.

How do I request a copy of a Yamhill County Sheriff’s Office report?

To obtain a copy of a Yamhill County Sheriff’s Office report, please submit a completed Records Request Form. Be sure to include as much information as possible -- including the full names of the persons involved; incident date and location; and Sheriff's Office case number.

Please be aware that, for cases that are still under investigation or awaiting court proceedings, the report will not be releasable until the case has been closed or adjudicated. There are exemptions that may affect our ability to release a record or require more processing time to redact information that is not releasable. Various redactions could include medical information, statements that constitute an invasion of personal privacy, little known techniques used by law enforcement, trade secrets, etc. (see ORS 192.345, 192.355).

For inquiries regarding records related to child abuse, the State of Oregon Department of Human Services is the authority that may release those records, pursuant to Oregon Revised Statutes 419B.035 (if the reports are subject to disclosure).

In some cases, a court order or subpoena is required for the disclosure of records.

Are there any fees for obtaining a copy of a record?

If you are a listed victim in the case and the report record is releasable, there is no charge for your report copies. However, there may be additional charges for other types of records or documents.

If you are not a listed victim, you may request a copy of a report for a non-refundable fee of $12.00 per person and/or incident. This fee covers up to 30 minutes of research/processing time and up to 20 pages of a single report. Reports requiring additional research/processing time, or more than 20 pages, will be accessed an additional fee, as outlined on our Fee Schedule:

RECORDS REQUESTS
Code 342.04

Public Records Request*:  
Fee is applied towards copy of report, up to 20 pages, and includes 30 minutes of research/redaction of records processing time. $12.00 per person and/or incident
Reports over 20 pages or requiring more than 30 minutes of research/redaction processing time will be assessed at staff rate. Hourly rate of Senior Records Clerk
   
Records Requests for Criminal Justice agencies, Department of Human Services (DHS), and/or Senior Disability Services No charge
   
Photo CD / DVD $15.00 per CD / DVD
   

*Public Records Request by mail must include payment and a self-addressed stamped envelope.

Records requests submitted via the mail must include payment of the non-refundable fee and a self-addressed stamped envelope if you wish the response to be sent by postal mail. Records requests may also be submitted in person or via email but will not be processed until payment is received.

What if I still have questions?

If you have questions concerning reports, you may contact the Records Unit at (503) 434-7506 Monday – Friday, 8:00 AM – 5:00 PM or via email at the address listed below.

Contact Information

Yamhill County Sheriff’s Office
535 NE 5th Street, Room 143
McMinnville, OR 97128
Phone: (503) 434-7506
Fax: (503) 472-5330
Email: sheriffrecords@co.yamhill.or.us 

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