Facts and Fees

  1. Information is only retained for 3 years, data prior to that will not be available.
  2. A response to a public records request shall be acknowledged within five (5) business days and be completed as soon as practicable and without unreasonable delay.
  3. If a public records request cannot be completed within fifteen (15) business days, an estimated completion date will be provided to the requestor (ORS 192.329(5).
  4. Whenever possible, each public records request should include: date and time of event or incident, location, pertinent details, names of involved parties, CAD or case number and contact information of the requestor. The $25 fee includes all related incidents that occurred on the same day. If the requested incident record(s) fall on a different day, please make a separate request(s) for subsequent incidents. Related Incidents - Occasionally there is more than one incident record for an event.
  5. Government and State agencies should not be charged for record requests.
  6. Most requests are billed with a flat fee, in the event that a request is covered under the hourly rate (e.g. MDC messaging) and the estimated cost is more than $25.00 to complete, the requestor will be provided with written notice of staff’s estimated cost to process the request and the requestor must then confirm they want to WCCCA staff to proceed with fulfilling the request. (ORS 192.324).
    1. Public interest and financial fee waivers will be evaluated on a case-by-case basis (ORS 192.324)

Administrative records

  • These would primarily be records that are related to how the completes its matters of business. Examples are: procurement documents for purchases, policy and/or procedure documents, emails or letters of correspondence. 

Operational records

  • These would primarily be records that are related to Non-Emergency and 9-1-1 call recordings, Police and Fire radio activity, computer aided dispatch (CAD) records.

HIPAA

  • A completed HIPAA form may be required for the production and release of records containing protected health information and, in most cases, that information shall be redacted unless related to the request.

Public Records Accessibility and Limitations:

Washington County Consolidated Communications Agency’s records are Public Records. Law Enforcement Data System (LEDS) information, Protected Health Information (PHI), and/or non-published phone data may be restricted. All processed requests that are redacted of restricted information will be noted as such. Please see the list below for examples. This list of examples is not a finite list and information may change without notification. This information is intended to assist in answering your questions and should not be considered a binding document.

Requests for records may include the following data: Audio recordings of 9-1-1 emergency and non-emergency phone calls to and from WCCCA, radio traffic of recorded channels for police and fire dispatch, Computer Aided Dispatch (CAD) printouts of incidents, and search requests (address, name, and phone number). Searches for anything not listed may be directed to a different department.

What We Can Release - Citizen Requests

  • Private Attorneys: Restricted information includes PHI*, LEDS/DMV search results and non-published data. All other information is releasable.
  • Public Defense Attorneys: Restricted information includes PHI*, LEDS/DMV search results and non-published data. All other information is releasable.
  • Citizens: Restricted information includes PHI*, LEDS/DMV search results and non-published data. All other information is releasable.

What We Can Release - WCCCA User Agency Requests

  • Police: All records
  • Washington County District Attorney’s Office: All records
  • Fire: All records with the exception of LEDS and DMV Records
  • Department of Human Services and Child Welfare: All records with the exception of LEDS and DMV Records
  • Washington County Developmental Disabilities Office: All records with the exception of LEDS and DMV Records
  • Department of Justice: All records with the exception of LEDS, DMV Records, and HIPAA
  • City Attorney’s Office: All records with the exception of LEDS, DMV Records, and HIPAA
  • Oregon Liquor Control Commission: All records with the exception of LEDS, DMV Records, and HIPAA

*Protected Health Information (PHI) is restricted for all citizen requests without proper authorization. A request that contains PHI may require government issued photo identification, a signed release waiver, or a HIPAA Compliant Subpoena. WCCCA Information Request Fee Schedule

WCCCA Information Request Fee Schedule

 

Standard Records Requests:

 

Copy of CAD Incident-$25.00

  • This is a copy (paper or electronic PDF) of the Computer Aided Dispatch (CAD) incident record that would include information such as: the date, time and location of the call, the call type, associated incident remarks, reporting party information, witness information, response times and who responded to the incident.
  • The $25 fee includes all related incidents that occurred on the same day. If the requested incident record(s) fall on a different day, please make a separate request(s) for subsequent incidents. Related Incidents - Occasionally there is more than one incident record for an event.

CAD Incident + Recording of the Phone Call-$50.00

  • This includes a copy (paper or electronic PDF) of the Computer Aided Dispatch (CAD) incident as well as the related audio recording of the incoming 9-1-1 or non-emergency phone call that was answered for the incident.
  • The $50 fee includes all related 9-1-1 and non-emergency incoming phone calls related to that specific incident that occurred on the same day. If the requested incident record(s) fall on a different day, please make a separate request(s) for subsequent incidents. Related Incidents - Occasionally there is more than one incident record for an event.

 

CAD Incident + Recording of the Phone Call + Recording of the Radio Traffic-$75.00

  • This includes a copy (paper or electronic PDF) of the Computer Aided Dispatch (CAD) incident, the related audio recording of the incoming 9-1-1 or non-emergency phone call that was answered for the incident (if they exist), as well as an audio recording of the radio traffic* that is associated with the specific incident that is being requested.
  • *Radio traffic will be recorded on the main operational channel from the start of the incident until the incident stabilization or arrest time. On most incidents, units stay assigned to the CAD incident well after the incident has stabilized (typically to write reports, order tows, mop-up a fire scene, etc.) During that time there is rarely any radio traffic associated with the incident. If you request audio beyond the incident stabilization time, you will be charged for the additional processing time. Additional processing time is billed at $50 per hour, billed in hourly increments (with a 1-hour minimum charge).

 

CAD Incident + Recording of the Radio Traffic (1-hour minimum)-$50.00/hour

  • This includes a copy (paper or electronic PDF) of the Computer Aided Dispatch (CAD) incident as well as the related audio recording of the radio traffic* that is associated with the specific incident that is being requested.
  • *Radio traffic will be recorded on the main operational channel from the start of the incident until the incident stabilization or arrest time. On most incidents, units stay assigned to the CAD incident well after the incident has stabilized (typically to write reports, order tows, mop-up a fire scene, etc.) During that time there is rarely any radio traffic associated with the incident. If you request audio beyond the incident stabilization time, you will be charged for the additional processing time. Additional processing time is billed at $50 per hour, billed in hourly increments (with a 1-hour minimum charge).

Search Requests:

Research Requests -$25/search up to 3 searches per request

  • When we process search requests, you will receive a list of calls that show the date, time, location and call type of the incident (if located). You will not receive printed copies of individual incidents, phone audio or radio traffic recordings- those must be requested separately.
  • Typical uses:
    • Name search
    • Premise history search
    • Phone number search

Requests for records/data not otherwise defined will be charged at the rate of the staff time.

  • Request will be billed at the rate of the staff member completing the request. You will be provided an estimate of time needed to process your request and an initial bill to be paid before the work begins. Upon completion of your request, if necessary, a second invoice will be sent for the remaining fees. Your payment must be received prior to any records being released. In the event that your request required less time than initially estimated and your total fee is less than the deposit amount, you will be issued a refund for the difference.