Using Reference Services

How do I use records in the Reference Room?

You can view records held at the State Archives and request limited assistance from archivists without charge while in the Reference Room.

Fees

Photocopies (including those from microfilm printers) made by patrons: 25¢ per page.

Copies made by State Archives staff: 75¢ per page.

Can I submit a simple reference request?

You can submit simple, informational requests to the State Archives without charge. These include requests that can be answered by staff without leaving their workstation or by consulting basic reference tools such as finding aids, tracing binders or reference books. This option is not applicable for requests of copies of actual records or research. Simple reference requests can be made in person or by phone, fax, postal mail or email.

Fees

None.

How are requests for research, copies and other services handled?

You can submit requests for research, copies and other services to the State Archives in person or by phone, fax, postal mail or email. Requests are completed in the order received. Allow 7 to 10 business days for most responses. See the Archives Tour for information about research and copy services. Contact the State Archives with questions.

Fees
Basic records request: $5 in state, $10 out of state. This fee includes copying charges, postage and supplies. It applies to one-page documents. A Basic Records Request must provide an exact citation to a record (for example, a citation from the death index or a record listed in the online index) in the custody of the Archives Division.

Basic case file request: $10 in state, $15 out of state. This fee includes up to 10 photocopies, postage and supplies. Additional photocopy pages are charged at 75¢ per page. A Basic Case File Request must provide an exact citation to a record (for example, a record listed in the Oregon Historical Records Index) in the custody of the State Archives.

Other requests: $5 out of state. In addition, all other requests will include labor charges and copying, supply and postage charges when incurred.

Labor charges: $40 per hour, charged in 15-minute increments. There is a maximum of four hours of labor for any request.

Expedited service fee: Rush requests will be assessed a $30 fee in addition to all applicable research and copy fees. Rush requests are limited to single specific requests and are dependent on staff availability. Requests may be subject to review and restrictions.

Fees by Duplication Method

Photocopies:
- Copies made by the customer - 25¢ per page.
- Copies made by our staff - 75¢ per page.
Fax: 75¢ per page.
PDF: 75¢ per page.
Audio tape duplication: Cassette-to-cassette duplicates, $7 per cassette.
Certification: $5 per certification.
Digital Images of existing files for electronic download or copied to CD-ROM:
- Case file - $35.
- Multipage image (10 pages or less) - $10.
- Single page image - $5.
- High-resolution digital images of existing files for electronic download or copied to CD-ROM - $20 per image.
- Reproduction by outside vendor: Vendor and travel costs when applicable, plus $10 handling fee.

Is there an extra charge for requests from out of state?

An out-of-state charge of $5 applies to each named individual and each record type copied. For example, a death record for John Smith and marriage return for John Smith would incur a $10 charge to an out-of-state requester.

How are refunds processed?

The Secretary of State will not refund fees paid in excess of the amount legally due the Archives Division if the amount is $10 or less, unless a refund is requested in writing by the applicant or the applicant's legal representative. Such requests must be made within 3 years of the date payment is received by the Archives Division.

Oregon Secretary of State