ARA-8.06 - Public Access to Physical Records Stored at the Portland Archives & Records Center

Purpose

City records stored at the Portland Archives & Records Center (PARC) are available for public review, with few exceptions. This policy establishes access policies.

Policies

1. City records stored at PARC are available for public review with the following exceptions:

   1. In some unique instances, agencies may choose to have all requests for access channeled through their office. In these cases, the requestor will be notified and given a contact within the agency of record.
   2. Records that agencies have identified as confidential cannot be accessed at PARC. Requestors will be referred to the City Attorney’s office.

2. People wishing to inspect or conduct research may do so during Research Hours. Open hours, along with instructions for using the Archives, can be found here.
3. Members of the public are not charged for access to the records.
4. The public research room is supervised at all times and researchers may not remove records from the premises.
5. Digital or physical copies may be made of public records.
   1. Researchers are encouraged to use personal devices, such as phones and digital cameras, to create copies of records. Personal flatbed or feeder scanners are not permitted. 
   2. Researchers may request photocopies or digital scans made by Archives & Records.
      1. For records owned by the City Archives (Historical Collection), Archives & Records staff will either make photocopies or digital scans onsite or arrange to have copies made if onsite copying is unavailable. In rare cases, requests may take longer to be fulfilled, but if the time exceeds 15 business days, Archives & Records staff will notify the researcher of the anticipated time of completion.
      2. For records stored at PARC that are owned by a City agency, Archives & Records staff may determine that the request for copy services should be routed through the agency that owns the records depending on volume or complexity of the physical materials. Copy services provided by Archives & Records are a courtesy, and Archives & Records reserves the right to route copy services through the owning agency for any request depending on staff capacity and business need.
   3. Some requests for copies may not be fulfilled if the item may be damaged during copying. Archives & Records staff will discuss alternatives in these cases.
6. While Archives & Records does not charge the public for on-site access and assistance, the staff is unable to commit to more than one (1) hour of research for individuals unable to do their own research in person.
   1. Researchers with questions involving more than one hour or those of a nature requiring interpretation are invited to make arrangements with Archives & Records staff for conducting research on-site.

Auditor’s Office Administrative Rule Information

Questions about this administrative rule may be directed to the Archives & Records Management Division.