Guidelines for UO Employees Receiving Public Records Requests

Compliance with the public records law is mandatory for all public bodies and their employees.  If your office receives a public records request, please either forward it or direct the requester to the UO Office of Public Records. Contact information for the office is here.

Our office will review the request to determine if the requested materials are public records by law. We will then work with your office to develop an estimate of the time and cost to search for, gather, and provide the requested materials. The Office of Public Records will confirm with you when and if your office should begin gathering materials, how to track time and expenses, how to get materials to our office, etc. The Office of Public Records is also responsible for determining whether records or their contents are exempt or subject to redaction.

Every office on campus should be aware that Oregon law provides specific retention periods for various kinds of records. The UO records retention schedule and concomitant potential penalties for failure to retain documents is available on the UO Library’s website.

Please note that a subpoena is not a public records request. If you are served with a subpoena, make a note of how and when you received it, retain all documents, and contact the Office of the General Counsel immediately at (541) 346-3082 or gcounsel@uoregon.edu. The law provides strict timelines for responding to a subpoena.

See our FAQ page for more information on public records requests.