Online Portals Overview
The City responds to tens of thousands of records requests each year, the majority of which are made via its online portals. Community members are encouraged to use the online portal as it is the quickest and most efficient way to receive requested records.
For community members seeking public records who are unable to use the online portal, requests can be submitted via a mail in form which is available in multiple languages. Further information can be found on the Public Records Request website.
Please note, the City does not accept records requests via phone or email.
Initial Menu
The first screen when you enter the portal will have four options:
- Click on Submit a Records Request to make a records request.
- Click on My Records Request Center to view the status of your requests, pay invoices, review and download provided records, and update your account information.
- Click on Find Information (FAQ) to view helpful answers related to various issues you might experience while using the online system.
- Click on Trending Topics to view records which have been made available to the public due to significant public interest.
Records Request Menu
When you click on Submit a Records Request it will take you to the records request menu which has four options:
- Click on Public Records Request if you are requesting a public record.
- Click on Agency Police and BOEC Requests if you are a government agency making a request for unredacted police or 911 records.
- Click on Traffic Discovery Records to request information related to the defense of traffic citations in Circuit Court.
- Click on Trending Topics to view records which have been made available to the public due to significant public interest.
Logging In or Creating a New Account
At some point while using the portal you will be asked to log in or create a new account by the system. Please note that since the online system is hosted by a third-party software developer, this is a separate login from any other City accounts you may have.
When creating your account, you must fill out all the information marked by a red star (*). The email must be valid to receive email updates regarding your request. All other information is voluntary.
Please note that your password must be between 8 to 20 characters long, contain at least one uppercase letter, one number, and only one of the following special characters: @ $ ! % * ? & #
Important: If you put in the wrong password while logging in too many times your account will be locked. If this occurs, contact the Legal Records team for help at prrhelp@portlandoregon.gov or 503-823-6040.
Forgotten Passwords
If you have forgotten your password, you can reset it by clicking on the forgotten password by clicking on the forgotten password link at the bottom of the login screen. This will take you to a new screen where you will need to enter your email address associated with your account.
An email will appear in your inbox with the subject line Please Reset Your Password. Click on the Click Here link in the email. Please note, it might take a few minutes for the email to appear. Do not do anything else until the email arrives. Be sure to check your junk and spam folders if it does not appear in your inbox. If it does not arrive contact the Legal Records team via the contact information provided above.
A new screen will open asking you to enter and confirm your new password (which can be your original password). Hit Submit. You will then be taken back to the login screen where you can enter your email and new password to login to your account. If you have any issues, contact the Legal Records team via the contact information provided above.
Please note, if you enter the wrong password too many times you may need to contact the Legal Records team to unlock your account.
Submitting Your Request
The information requested to make a public records request varies depending upon the record being requested. Requested information with a red start (*) next to it is required to make a request. All other pieces of requested information are optional.
Please be sure to read through the information provided in the online portal thoroughly as it will help guide you through the process. When making your request try to include as much detailed information as you can. This will help City staff identify and locate the records you are requesting more quickly.
If you wish to request a financial hardship, public interest, government agency, fire victim, or crime victim fee waiver, please be sure to select the relevant waiver in the correct field. You may be asked to answer questions regarding your fee waiver request, so be sure to provide detailed answers to said questions.
Please note, when you submit a request, an email from Portland Public Records Request Center will be sent to you acknowledging the request. If you do not receive this email, check your spam/junk folder. If it is not there, contact the Legal Records team for help via the contact information provided above.
In some cases, City staff may reach out to you asking for further clarification. This email will come from Portland Public Records Request Center. Please be sure to respond promptly to avoid delay in the fulfillment of your request.
Some requests may require an additional release form prior to records being sent. If needed, these will be sent to you via email from Portland Public Records Request Center. Please be sure to fill out and return the forms promptly to avoid delay in the fulfillment of your request.
Communications Regarding Your Requests
After a submission has been made all communications by the City will be via email. These emails from the City may include acknowledgement of your request, notification of an invoice, questions to help the City clarify your request to better find the records you are seeking, notification of the acceptance or denial of a fee waiver, and notification that your records are ready. If you don't receive any of these emails from Portland Public Records Request Center, check your spam/junk folder. If they are not there, contact the Legal Record team for help via the contact information provided above.
You can respond directly to emails, or you can review and respond to them by going to My Records Request Center, clicking on View My Requests, and then clicking on Details for the relevant request. You can also view the current status of your request and other information this way.
Please note, if you do not respond to a request for clarification or pay an invoice within 60 calendar days the City may close your request. Be sure to regularly check your email.
Accessing and Paying Your Invoices
The City has the right to charge fees based upon the amount of time it takes to process and review records requests. If your request requires the payment of a fee, an email will be sent to you from Portland Public Records Request Center notifying you of the payment due and an invoice will be added to your account. Note that not all requests involve fees. Types of fees include:
- Pre-Paid Estimated Fees. Some requests require the payment of a pre-paid estimated fee prior to the request being processed. In rare cases where there is a significant number of records, the payment of a secondary fee prior to the record being released may be required.
- Estimated Fees. Some requests require a deposit prior to the request being processed, based upon the estimated amount of time it will take to review and process a request. If the estimate is high, the City will work with you to find ways to lower it. A second final payment based on actual time is then required prior to the records being released.
To access your invoice, click on My Records Request Center and then click on View My Invoices. A list of invoices associated with your account will appear which will be marked as either Open, Paid, Past Due, or Voided. Find the correct open invoice and click on Make Payment. You will be taken to a new screen where you will be asked to add your payment information. Further information regarding your invoice can be found by clicking on the Details button.
Please note, no work will be done on your request until the invoice is paid. If an invoice is not paid within 60 calendar days, the City will void the invoice and close your request.
Payment Issues
If you experience issues with making a payment, please turn off the pop-up blocker on your web browser. The City's payment system is separate from its public records request system and will appear in a pop-up window.
If you experienced errors not related to the pop-up blocker, please try the following:
- Try making your payment via a different web browser. The system tends to work best on widely used web browsers such as Google Chrome and Microsoft Edge.
- Try clearing the cache and browsing history on your device and then attempt to make the payment.
- Try making your payment via a different device.
If none of these options work, please contact the Legal Records team via the contact information provided above.
Accessing Your Records
When your request is fulfilled, the City will send you an email notifying you. Your records can then be accessed either via a link in the email or by going to My Records Request Center, clicking on View My Requests, and then clicking on View File(s) for the relevant request. The files will appear on the top of the screen. You can download them by clicking on Download All or you can open them individually by clicking on the file name. If you have any issues, contact the Legal Records team via the contact information provided above.
Please note, it may take two to four weeks for the City to fulfill your request.
Editing Your Account
To edit your account information, go to My Records Request Center and then click on Edit Customer Account Information. Please note that if you change your email then the new email will be your username. Remember that anything marked with a red star (*) must be filled out in order to proceed.
Please note, the City will delete your account if you have not made any requests in two years.