Records Management

Main Content

What We Do

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This includes document scanning, microfilm scanning, and document microfilm services. Digital documents are accessed through the County's electronic document management system. County historic and permanent records are microfilmed in compliance with all applicable laws and rules. In addition to County departments, Records Management also provides scanning and microfilming services to the cities of Wilsonville and Lake Oswego.

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We provide management of the County's Records Center through the storage and retrieval of County records, and oversight of the County confidential records shredding services. Local court records are also stored in the County's Records Center.

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Records retention scheduling, records management training, and development of County-wide records policies and procedures. Records Management represents the County in records management concerns and is the liaison between the County and Oregon State Archives.

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No, not directly. The County Records Center is an internal service provider to county departments and divisions. Record requests must be made through the appropriate department that creates and maintains the record. Typically, only inactive records are stored at the center.

If the record you are looking for is stored at the center, the responsible department requests the retrieval. Please note that some records are exempt from disclosure to the general public, per Oregon law (192.501, 502). Departments will inform you if records are open for public viewing.

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The Clackamas County Health Department maintains certified copies and abstracts of birth and death events, which are available for up to six months after the event. There is a fee for this service. Call 503-742-5300 for more information. There may be restrictions regarding some records.

The state of Oregon maintains birth and death records after six months. Information can be found from:

Oregon Health Division
Center for Health Statistics (and Vital Records)
800 NE Oregon St.
Portland, OR 97232
971-673-1190

If you were born in another state, please contact that state for requesting procedures.

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Marriage certificate copies are available from the Recording Division of the County Clerk's office:

Clackamas County Clerk 
Recording Division
1710 Red Soils Court
Oregon City, OR 97045
Marriage Line: 503-655-8659

Please see our Marriage Licenses web page for thorough information on marriage licensing.

The Oregon Health Division, Center for Health Statistics (and Vital Records) can provide you with a summary of a marriage record. (Records go back to 1906).

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Please refer to the Clackamas County Circuit Court website to determine if your file is at the Court or needs to be ordered from the County Records Center. Requests for files should be made 48 hours in advance of the date needed to allow for retrieval.

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Assessment and tax information can be obtained from the County Assessor's Office:

Clackamas County Assessment & Taxation
150 Beavercreek Road
Oregon City, OR 97045
503-655-8671
503-655-8313 (FAX)

You can also e-mail questions to propertytaxinfo@clackamas.us

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A public record "includes any writing that contains information relating to the conduct of the public's business … prepared, owned, used or retained by a public body regardless of physical form or characteristics," per 192.410(4)(a). "Writing" as defined by 192.410(6), "means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings."

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Under 192.420, every person has a right to inspect any nonexempt public record. This right extends to any corporation, partnership, firm or association. Generally, the motive and need of the person requesting access to public records are irrelevant. However, the identity and motive of the person seeking disclosure of a particular record may be relevant in determining whether a record is exempt under a conditional exemption.

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Staff time charges are composed of the employee's base hourly rate, plus an average tax and benefit cost. The average tax and benefit cost for a fulltime employee is 57% above base hourly pay. The average tax and benefit cost for a part time or temporary worker is 30%. Employee charges will be calculated by adding up the time spent by the employee working on the request, and then multiplying that number by the employee's hourly rate and tax and benefit percentage.

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Yes, Oregon law not only requires a custodian to furnish copies, but also to furnish a "reasonable opportunity to inspect public records." It is permissible for a requester to view materials instead of asking for copies, or to first inspect the records to determine what, if any, copies are needed.

However, the right to inspect is subject to reasonable limits:

  • Original records must not be removed by any person from a department
  • An appropriate location within each office can be used for a record inspection that permits sufficient monitoring by the records custodian.
  • The requester must not alter, mark, or make notes or comments on any records
  • Any department may, in its discretion, furnish a copy of a record in lieu of allowing inspection of the original if it determines that it is necessary for the protection of the record or determines that the request would interfere with department duties.

The right to inspect extends to allowing requesters to use their own equipment to make copies. This right is subject to reasonable restrictions to protect the integrity of the records. Some records can be inspected but not copied, such as voter registration signatures.

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Yes. Under 192.465(2), an elected official is required to deny, grant, or deny/grant in part a request to inspect or receive a copy of a public records request within seven days from the day of receipt of the request. The failure to do so is treated as a denial of the request for the purpose of determining whether a person may institute proceedings for injunctive or declaratory relief.

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In any case in which a person is refused an opportunity to inspect or receive copies of a record pertaining to individuals other than elected officials, the requester may file a petition for disclosure with the District Attorney. If the District Attorney's order is adverse to the county, the county can then appeal to the Circuit Court. If the order is adverse to the petitioner, or is not complied with, the petitioner can appeal to the Circuit Court (192.460)

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Legal Resources

The following resources are useful in answering questions about Oregon's public records law and administrative rules. These rules and laws detail retention requirements of specific record types and provide for general management practices and laws.

Historical Resources

The Oregon Historical County Records Guide provides an inventory of historical county records. The county inventory details record series, volumes, inclusive years and locations of specific historical records.

Frequently Asked Questions

If you would like additional information about public records, the Oregon Attorney General's Public Records and Meetings Manual / State of Oregon Department of Justice is available in public libraries or may be ordered from the Attorney General's Office.

An additional resource is A Quick Reference Guide to Oregon's Public Records Law.

31891

This includes document scanning, microfilm scanning, and document microfilm services. Digital documents are accessed through the County's electronic document management system. County historic and permanent records are microfilmed in compliance with all applicable laws and rules. In addition to County departments, Records Management also provides scanning and microfilming services to the cities of Wilsonville and Lake Oswego.

38501

We provide management of the County's Records Center through the storage and retrieval of County records, and oversight of the County confidential records shredding services. Local court records are also stored in the County's Records Center.

38501

Records retention scheduling, records management training, and development of County-wide records policies and procedures. Records Management represents the County in records management concerns and is the liaison between the County and Oregon State Archives.

38501

No, not directly. The County Records Center is an internal service provider to county departments and divisions. Record requests must be made through the appropriate department that creates and maintains the record. Typically, only inactive records are stored at the center.

If the record you are looking for is stored at the center, the responsible department requests the retrieval. Please note that some records are exempt from disclosure to the general public, per Oregon law (192.501, 502). Departments will inform you if records are open for public viewing.

31891

The Clackamas County Health Department maintains certified copies and abstracts of birth and death events, which are available for up to six months after the event. There is a fee for this service. Call 503-742-5300 for more information. There may be restrictions regarding some records.

The state of Oregon maintains birth and death records after six months. Information can be found from:

Oregon Health Division
Center for Health Statistics (and Vital Records)
800 NE Oregon St.
Portland, OR 97232
971-673-1190

If you were born in another state, please contact that state for requesting procedures.

31891

Marriage certificate copies are available from the Recording Division of the County Clerk's office:

Clackamas County Clerk 
Recording Division
1710 Red Soils Court
Oregon City, OR 97045
Marriage Line: 503-655-8659

Please see our Marriage Licenses web page for thorough information on marriage licensing.

The Oregon Health Division, Center for Health Statistics (and Vital Records) can provide you with a summary of a marriage record. (Records go back to 1906).

31891

Please refer to the Clackamas County Circuit Court website to determine if your file is at the Court or needs to be ordered from the County Records Center. Requests for files should be made 48 hours in advance of the date needed to allow for retrieval.

31891

Assessment and tax information can be obtained from the County Assessor's Office:

Clackamas County Assessment & Taxation
150 Beavercreek Road
Oregon City, OR 97045
503-655-8671
503-655-8313 (FAX)

You can also e-mail questions to propertytaxinfo@clackamas.us

31891

A public record "includes any writing that contains information relating to the conduct of the public's business … prepared, owned, used or retained by a public body regardless of physical form or characteristics," per 192.410(4)(a). "Writing" as defined by 192.410(6), "means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles or electronic recordings."

31891

Under 192.420, every person has a right to inspect any nonexempt public record. This right extends to any corporation, partnership, firm or association. Generally, the motive and need of the person requesting access to public records are irrelevant. However, the identity and motive of the person seeking disclosure of a particular record may be relevant in determining whether a record is exempt under a conditional exemption.

31891

Staff time charges are composed of the employee's base hourly rate, plus an average tax and benefit cost. The average tax and benefit cost for a fulltime employee is 57% above base hourly pay. The average tax and benefit cost for a part time or temporary worker is 30%. Employee charges will be calculated by adding up the time spent by the employee working on the request, and then multiplying that number by the employee's hourly rate and tax and benefit percentage.

31891

Yes, Oregon law not only requires a custodian to furnish copies, but also to furnish a "reasonable opportunity to inspect public records." It is permissible for a requester to view materials instead of asking for copies, or to first inspect the records to determine what, if any, copies are needed.

However, the right to inspect is subject to reasonable limits:

  • Original records must not be removed by any person from a department
  • An appropriate location within each office can be used for a record inspection that permits sufficient monitoring by the records custodian.
  • The requester must not alter, mark, or make notes or comments on any records
  • Any department may, in its discretion, furnish a copy of a record in lieu of allowing inspection of the original if it determines that it is necessary for the protection of the record or determines that the request would interfere with department duties.

The right to inspect extends to allowing requesters to use their own equipment to make copies. This right is subject to reasonable restrictions to protect the integrity of the records. Some records can be inspected but not copied, such as voter registration signatures.

31891

Yes. Under 192.465(2), an elected official is required to deny, grant, or deny/grant in part a request to inspect or receive a copy of a public records request within seven days from the day of receipt of the request. The failure to do so is treated as a denial of the request for the purpose of determining whether a person may institute proceedings for injunctive or declaratory relief.

31891

In any case in which a person is refused an opportunity to inspect or receive copies of a record pertaining to individuals other than elected officials, the requester may file a petition for disclosure with the District Attorney. If the District Attorney's order is adverse to the county, the county can then appeal to the Circuit Court. If the order is adverse to the petitioner, or is not complied with, the petitioner can appeal to the Circuit Court (192.460)

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Phone:503-655-8323
Fax:503-655-8195
Email:recordsmanagementinfo@clackamas.us

1810 Red Soils Ct, Suite 120 Oregon City, OR 97045

Office Hours:

Monday to Thursday
8 a.m. to 5 p.m.

Friday
8 a.m. to 3 p.m.

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