Records Management


Records management is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal. This may include the classification, storage and destruction (or in some cases, archival preservation) of records. A well-designed records management program helps protect an organization legally, helps the organization demonstrate compliance with regulatory obligations, and increases organizational efficiency by promoting the disposition of out-of-date items that are not records.

Closely related to records management is the obligation of public bodies to provide persons access to public records. In Oregon, the public’s right to access public records is assured by the Oregon Public Records Law (ORS 192.410 to 192.505). Under the law, every person has a right to inspect any nonexempt public record of a public body in Oregon.

A major goal of the City’s Records Management program is to appropriately maintain city records and provide public access to them in an open, responsive and cost-efficient fashion. Examples of records we may have on file include ordinances, resolutions, contracts and other agreements. Click on the link below to access the City’s Public Records Request Form. 

Public Records Requests

City of Beaverton Archives

The City of Beaverton archives is located on the first floor of Beaverton City Hall. The inventory includes reports and studies, correspondence, building plans and inspections, community development project files, the City charter, municipal court, and finance.

Records are available to City staff and citizens. You may either use our Online Public Records Request Form, download the Public Records Request Form (PDF), or contact Records Management to receive a form by calling (503) 526-2497.

Request Timeline

Public records requests will be reviewed within 24 hours. Upon request, an estimate of costs for staff time will be made, and if the time required to respond to the request exceeds that estimate, the requester will be informed prior to the research continuing.


ORS 192.440(3) authorizes a public body to establish fees in order to be reimburse that body for the actual cost in making public records available. The actual cost may include:
  • Certifying documents as true copies
  • Copying records
  • Reviewing the records in order to delete exempt material
  • Sending records by special methods, such as express mail
  • Supervising a person’s inspection of original documents in order to protect the records
  • Time spent by the public body’s staff in locating the requested records

Public Records Request Fees

Staff charges Staff charges depend upon which staff person performs the work, which in turn depends upon the expertise required for the research
Copying 8.5 by 11 inches $0.10 per page
Double-sided $0.15 per page
11 by 17 inches $0.20 per page
Audio tapes $5 each
Plans $4 each
Microfiche $0.15 each
Certified copies $3.75 each

Advance Payment

Any request for which the estimate exceeds $50, will require payment of the estimated charges in advance. Unused funds will be refunded.