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Record Requests from DEQ
The records you seek may already be available online.
The law on records: Oregon's Public Records Law (OAR 340-011-0310 through 0390) ensures that governmental operations are open and above-board. We strive to make sure that any interested party may receive any and all the public documents and records they require from DEQ. The official Oregon law can be found here. The Oregon Department of Justice guidelines for records requests and fee waivers can be found in the Public Records and Meetings Manual.
Yes. Due to the volume of sites for which we receive record requests, please limit your request to no more than ten sites per request.
Is there a limit to how many record requests I can submit in one day?
No, but your requests will be combined for billing purposes to partially defray the cost of fulfilling record requests.
What happens after I submit the request form?
You should immediately receive an email from DEQ acknowledging that we have received your request. Your request will then be routed to people in the appropriate department or work group, who will locate the records you seek and figure out the fee, if any. We will then contact you, using the contact information you've provided on the form, to discuss the estimated fee (if any) and coordinate production of the files you're requesting.
FEESWhy is there a fee for obtaining copies of public records?
While it is part of DEQ's mission to respond to all records requests as quickly and transparently as possible, file retrieval and reproduction potentially takes time and resources away from our primary mission of protecting and enhancing Oregon's land, air and water. We do not charge for requests that take less than 15 minutes to process, but we are still required to track all records requests.
There are three circumstances in which you may receive one free copy of a DEQ record:
If the records you request take less than 15 minutes for DEQ staff to locate, DEQ will absorb the cost of duplication and mailing (unless you have an annual fee waiver). If the request requires more than 15 minutes of staff time, and reproduction cost is over $25, DEQ staff should respond with an estimate of the time and cost within 10 business days of receiving your request.
We have a limited ability to make copies in-house. Prices for
copy jobs sent outside DEQ are charged at the negotiated contract
Is a prepayment required?
You must pay the estimated fee in advance if the estimate is greater than $1,000, or if you are from outside the State of Oregon. In all cases, DEQ may use its discretion in requiring prepayment for records requests.
Can I get a fee waiver?
Possibly. The state public records law (ORS 192.440(4) and (5)) says an agency may waive fees for providing records if the fee reduction is in the public interest because making the records available primarily benefits the general public. Fee waivers may be possible for news media, governmental entities and non-profit organizations. Fill out a Fee Waiver/Reduction Request Form to apply for a fee waiver.
What if I just want to look at records and don't need copies made?
We may still charge a fee for the time or cost of record retrieval, if it takes more than 15 minutes.
What if I can't afford the fee?
We will work with you to reduce the cost by narrowing the scope of your request, and by arranging to provide record reviews at a local DEQ office instead of copying and mailing records to you. We will never charge you a records fee over $25 before discussing it with you in advance.
How and when do I pay for the records I need?
We accept checks, money orders and cash. Although we are unable to accept credit card payments online at this time, the DEQ Revenue section can accept credit/debit card (Visa/MasterCard/Discover only) payments only when prepayment is required (any request from outside Oregon and/or generating fees estimated to exceed $1,000) or the request is made by a federal/local/state government organization. A signed copy of the DEQ fee estimate and the DEQ credit card authorization form must be submitted to the DEQ Revenue section to initiate payment by credit/debit card.
How long will it take to obtain records from DEQ?
We strive to make our response time as short as possible. We expect to contact you directly regarding your request within 10 days.
Why do I have to use this form? Why can't I just come to the DEQ office and have the records retrieved while I wait?
As an Oregon State agency we are required to keep track of every records request we receive, and DEQ's response to such requests. This form is our tool for meeting this requirement. If you go to a DEQ office and ask for records, we will work with you to fill out the form.