Oregon Trail Library District

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Public Records Policy

Public Records Policy

DOWNLOAD & PRINT PUBLIC RECORD REQUEST FORM

 

As it values transparency, Oregon Trail Library District fully complies with the Oregon Public Records Law. Every person has a right, guaranteed by the Oregon Public Records Law, to inspect any non-exempt public record held by the District. The public may request to view District records that are not exempt per the Oregon Public Records Law and other District policies.

Retention

The District follows the records retention schedule established for special districts by the Oregon State Archives. The District has records both electronically and in analog. However, the District prefers to retain records in digital formats using open and archival-quality standards.

Custodian

The Library Director is the District's custodian of records and is the only party authorized to receive or comply with public records requests or inquiries from courts or law enforcement agencies.

Requests

To best connect the requester with the records s/he seeks, requests to review records should be made in writing. Ideally, the request should include the records requested with date(s), subject matter, and any other relevant details. The request should also specify in what format the records are desired (e.g. electronic or analog). A written response to the request will be given in 7 business days by the OTLD Library Director.

Access

The District aims to provide access to records by whatever method is most convenient for the requester, ideally without cost to him/her. Whenever possible, the District will supply records electronically. If electronic records are unavailable or infeasible to transmit, analog records may be viewed and copied at any of the District's branch libraries during regular public open hours. Most records are kept at the Boardman branch, so individuals wishing to view records at another location should state as such in their requests. If the requester would like to review analog records, they may be viewed at OTLD Boardman Branch unless it can be easily copied and transmitted to a different branch. Depending on the nature of the request, the District may require the review to take place with a District representative present. Any research fees (see below) must be paid in advance. Additional fees may be charged if District staff presence is required during the review, which shall equal the rate for research fees. Original records shall not be removed from the District's locations unless authorized by the Library Director or Board of Directors. If any person attempts to alter, remove, or destroy any District record, the District representative shall immediately terminate such person’s review and notify the District's legal counsel.

Fees

The District will attempt to provide records without cost to the requester. However, some requests may require copying or significant amounts of staff time. In order to recover its costs for such requests, the District may charge fees associated with searching for and copying records. Library Director may waive these fees at his/her discretion. Fees shall be limited to no more than $50.00 unless the requester is provided with written notification of the estimated amount of the fee and the requester confirms that s/he wants the District to proceed.

Fees are as follows:

      Paper copies or printouts: $0.15 per side for black and white or $0.50 per side for color.

      Copies of nonstandard materials (e.g. maps, videos, sounds recordings): Fees shall be the actual costs incurred by the District plus staff time used to obtain them.

      Research fees: If a request requires District personnel to spend more than fifteen minutes searching or reviewing records prior to their review or release for copying, the fee shall be $50.00 per hour, charged in fifteen minute increments, for any time spent over fifteen minutes. The District shall estimate the total amount of time required to respond to the records request and must be paid in advance before the search will proceed. If the actual time and costs are less than estimated, the excess money shall be refunded to the requester. If the actual time and costs are in excess of the estimated time, the difference shall be paid by the requester when the records are produced.

      Additional charges: If a request is of such magnitude and nature that compliance would disrupt the District's normal operation, the District may impose such additional charges as are necessary to reimburse for its actual costs of producing the records.

Restrictions

Per the District's Privacy Policy, some District records in addition to those delineated in the Oregon Public Records Law are exempt from disclosure or destroyed once they are no longer necessary for District operations. These records include circulation records, records showing use of the District's computer networks, and other records containing personally-identifiable information about the District's patrons and their library use.

 

Approved by the OTLD Board of Directors January 20, 2016

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New Book List – October 2017

 

Fiction:

 

Down a Dark Road – Linda Castillo

Hello, Sunshine – Laura Dave

Look Behind You – Iris Johansen

Mr. Monk Gets on Board – Hy Conrad

The Architect’s Apprentice – Elif Shafak

The Rise of the Governor – Robert Kirkman

The Tusk That Did the Damage – Tania James

Map of the Heart – Susan Wiggs

Hawkes Prey – Reavis Z. Wortham

Indian Summer – Marcia Willett

The Jensen Brand – William W. Johnstone

Reckoning at Lansings Ferry – Lauran Paine

Like Water for Chocolate – Laura Esquivel

The Trout – Peter Cunningham

George’s Grand Tour – Caroline Vermalle

The German Girl – Armando Lucas Correa

The Other Alcott – Elise Hooper

You Should Have Left – Daniel Kehlmann

The Bookshop on the Corner – Jenny Colgan

Lilac Girls – Martha Hall Kelly

The Saboteur – Andrew Gross

The Woman Who Couldn’t Scream – Christina Dodd

Confessions of a Domestic Failure – Bunmi Laditan

The Readymade Thief – Augustus Rose

Non-Fiction:

 

We Were Brothers – Barry Moser

Shirley Jones – Shirley Jones

Duck, Duck Goose – Hank Shaw

Choosing Sides – Tara Mataraza Desmond

Rena’s Promise - Rena Kornreich Gelissen

The Boys in the Boat – Daniel Brown

The Morrow County Chronicles – 2017

Bread – Dean Brettschneider

Latin for Gardeners – Lorraine Harrison

The Manual of Seed Saving – Andrea Heistinger

Weeknight Fresh + Fast – Kristine Kidd

Complete Angler’s Guide to Oregon – John Shewey

Crafting with Feminism – Bonnie Burton

The Complete Guide to Fishing – John Bailey

Audiobooks:

 

Little Fires Everywhere – Celeste Ng

To Be Where You Are – Jan Karon

Blood Magick – Nora Roberts

Secrets In Death – J. D. Robb

The Crossing – Michael Connelly

You Don’t Have to Say You Love Me – Sherman Alexie

Astrophysics for People in a Hurry – Neil DeGrasse Tyson

Spanish:

 

El Poni de Barro – Lee Caron Cohen