Dwight  - after the first year, we found it took far less time and resources to post the information to a spreadsheet.  Because the information is kept and used in a database, searching for and printing copies of each item took more staff time than keeping track on a spreadsheet throughout the year.  The reporting structure of the database is set, so we could not even generate ad hoc reports when the requests came in.

Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Dwight WALLIS
Sent: Monday, March 18, 2013 1:22 PM
To: [log in to unmask]
Subject: Re: [RM] Transparency and Opinion

Ginny, your post on your need to compile "forgotten funds" into a spreadsheet was interesting to me. In Oregon, public records laws relate to existing records. We are not required to create a new record, or compile anything in response to a public records request; only to provide access to existing records.

--
Dwight Wallis, CRM
Multnomah County Records Management & Distribution Services Manager
1620 SE 190th Avenue
Portland, OR 97233
ph: Records- (503)988-3741
ph: Distribution - (503)988-3533, x29131
cell: (503)260-2263
fax: (503)988-3754
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