170-002-0002 Procedure to Request Public Records (1) Any person may request to inspect or receive copies of public records prepared, owned, used, or retained by the State Treasurer, Oregon Investment Council, 529 Savings Network, Oregon Retirement Savings Board, or other public body staffed by the State Treasurer, through the Oregon State Treasury. (2) When public records are not exempt from disclosure, the Oregon State Treasury will make public records available for inspection, or will provide copies to a person who requests public records under ORS 192.311 to 192.478. The Oregon State Treasury will make public records available for inspection or copying during regular business hours, but may condition the time and manner of inspection or copying as necessary to protect the records and to prevent interference with the regular discharge of duties of the State Treasurer, Oregon State Treasury, and its employees. (3) Any person requesting to inspect or receive public records must: (a) Provide a written request to the Records Custodian, Oregon State Treasury, 867 Hawthorne Ave SE, Salem, OR 97301-5241 or by electronic mail at Information.Request@ost.state.or.us. (b) The written request must include the following information: (A) The name and address of the person requesting the public record; (B) The telephone number or other contact information of the person requesting the public record; (C) A sufficiently detailed description of the record(s) requested to inform the Oregon State Treasury to search for and identify responsive records; (D) If requesting a fee waiver or reduction, a statement explaining how waiving or reducing the fee primarily benefits the general public; (E) The date the request is submitted; and (F) The physical signature of the person requesting to inspect or receive copies of public records. (4) When inspection or copies are requested through the Oregon State Treasury’s website, the requirements of section (3) are fully met. (5) When the Oregon State Treasury asks a person requesting public records to clarify a request or to provide additional information, the person requesting the public records must provide the clarification or additional information within 60 days. If the person fails to provide the information within 60 days, the Oregon State Treasury will close the request and take no further action. (6) When a cost estimate is received by the person requesting public records, the person must confirm that they are willing to pay an amount equal to or less to the estimated cost, and that the person wants the Oregon State Treasury to continue locating, compiling, editing, redacting, or otherwise processing information and records to respond to the person’s request. The confirmation must be received by the Oregon State Treasury within 10 business days of the date sent to the person. If the person fails to confirm the cost estimate, the Oregon State Treasury will close the request and take no further action. (7)(a) The Oregon State Treasury will send the person requesting public records an itemized invoice of the actual cost to be responsive to the request. The person requesting public records must pay the invoice in full within 60 days. If the person requesting public records does not pay within 6o days, the Oregon State Treasury will close the request and take no further action. (b) The person requesting public records must make payment to the Oregon State Treasury. The payment must be sent to the Oregon State Treasury, Attention Accounts Payable, 867 Hawthorne Ave, Salem, OR 97301-5241. Statutory/Other Authority: ORS 178.050 & ORS 192.311 - 192.478 History: OST 1-2022, minor correction filed 03/15/2022, effective 03/15/2022 OST 3-2019, adopt filed 08/27/2019, effective 09/01/2019