Yamhill County Public Records

What Are Public Records in Yamhill County?

Public records in Yamhill County are defined according to Oregon Revised Statutes § 192.311, which states that public records include "any writing that contains information relating to the conduct of the public's business... prepared, owned, used or retained by a public body regardless of physical form or characteristics." The Yamhill County Clerk serves as the official custodian of public records for the county.

Yamhill County maintains numerous types of public records, including:

Court Records: Civil, criminal, probate, and family court cases maintained by the Yamhill County Circuit Court, which serves as the 25th Judicial District of Oregon
Property Records: Deeds, mortgages, liens, easements, and property assessments maintained by the County Clerk's Recording Division
Vital Records: Marriage licenses and records (birth and death certificates are maintained by the Oregon Health Authority)
Business Records: Business licenses, permits, and assumed business names
Tax Records: Property tax statements, assessment records, and tax maps maintained by the County Assessor's Office
Voting and Election Records: Voter registration information, election results, and campaign finance reports
Meeting Minutes and Agendas: Records of County Commission meetings, advisory boards, and committees
Budget and Financial Documents: County budgets, expenditure reports, and financial statements
Law Enforcement Records: Certain arrest logs and incident reports where permitted by law
Land Use and Zoning Records: Planning documents, zoning maps, and land use applications

The Yamhill County Clerk's Office maintains property records, marriage licenses, voter registration, and election records, while the Yamhill County Circuit Court maintains court records. Other departments maintain records specific to their functions, such as the Assessor's Office for property tax records and the Planning Department for land use records.

Is Yamhill County an Open Records County?

Yamhill County adheres to Oregon's public records laws as established in the Oregon Public Records Law § 192.314, which states that "every person has a right to inspect any public record of a public body in this state." This statute establishes the presumption that all government records are open to public inspection unless specifically exempted by law.

The county has established a formal public records request policy in compliance with state law. According to this policy, "It is Yamhill County's policy to respond to public records requests in an orderly, consistent, and reasonable manner in compliance with Oregon's Inspection of Public Records Law."

Key provisions of Oregon's Public Records Law applicable to Yamhill County include:

Public bodies must respond to records requests "as soon as practicable and without unreasonable delay" (ORS § 192.324)
Agencies must acknowledge receipt of requests within five business days
Agencies must complete the response within ten business days after acknowledgment, or provide a written statement explaining the delay and estimated completion date

Yamhill County also complies with Oregon's Public Meetings Law (ORS § 192.610-690), often referred to as "sunshine laws," which requires that meetings of public bodies be open to the public with proper notice.

The county's commitment to transparency is further demonstrated through its online resources, including the Oregon Judicial Department's online records system for court records and the county's own website for various departmental records.

How to Find Public Records in Yamhill County in 2026

Members of the public seeking records in Yamhill County may follow these steps to locate and obtain public information:

Identify the appropriate department: Determine which county department or office maintains the records you seek. The Yamhill County Clerk's Office maintains property records and marriage licenses, while the Circuit Court maintains court records.
Check online resources first: Many records are available through online portals:
- Court records can be searched through the Oregon Judicial Department's Records Search
- Property records may be available through the County Assessor's online database
- County Commission meeting minutes and agendas are typically posted on the county website
Submit a formal request: If records are not available online, submit a public records request using the county's official request form. Requests may be submitted:
- In person at the appropriate department
- By mail to the specific department
- By email to the designated records custodian
- Through the county's online request portal (if available)
Provide specific information: Include detailed information about the records sought, including:
- Type of record
- Date range
- Names of involved parties
- Case numbers (for court records)
- Property addresses or tax lot numbers (for property records)
Pay applicable fees: Be prepared to pay any required fees for search, retrieval, and copying of records.
Schedule an in-person visit if necessary: For records that must be inspected in person, contact the appropriate office to schedule a time to view the records.

For court records specifically, the Yamhill County Circuit Court Records Department is located on the first floor of the Yamhill County Courthouse and provides direct assistance with court document requests.

How Much Does It Cost to Get Public Records in Yamhill County?

Yamhill County charges fees for public records in accordance with Oregon Revised Statutes § 192.324(4), which allows public bodies to establish fees "reasonably calculated to reimburse the public body for the public body's actual cost of making public records available."

Current standard fees for public records in Yamhill County include:

Photocopies: $0.25 per page for standard black and white copies
Certified Copies: $3.75 for the first page and $0.25 for each additional page
Staff Research Time: $40.00 per hour (may be prorated in 15-minute increments) after the first 30 minutes, which are typically free
Electronic Records: $0.10 per page for scanned documents; actual cost for records provided on electronic media
Specialized Records: Additional fees may apply for maps, large-format documents, or color copies

Specific departments may have their own fee schedules:

County Clerk Recording Fees: $46.00 for the first page and $5.00 for each additional page for property records
Marriage License: $50.00 (current standard fee)
Court Records: $0.25 per page for copies; $5.00 for certified copies of most documents

Payment methods accepted by most county offices include:

Cash (in-person only)
Personal checks
Money orders
Credit/debit cards (subject to processing fees)

The county may require prepayment if estimated fees exceed $25.00. Under Oregon law, agencies must provide a written estimate if fees will exceed $25.00, and requestors have the opportunity to modify their request to reduce costs.

Fee waivers or reductions may be available when the request is determined to be in the public interest. Requests for fee waivers should be included with the initial records request and must demonstrate how disclosure would primarily benefit the general public.

Does Yamhill County Have Free Public Records?

Yamhill County provides free access to certain public records in accordance with Oregon law. Under ORS § 192.324, all members of the public have the right to inspect public records without charge during normal business hours, though fees may apply for copies or staff research time.

The following records are available for free inspection or online access:

In-person inspection: Members of the public may inspect most non-confidential records at no cost during regular business hours at the appropriate county office. The first 30 minutes of staff time to locate and retrieve records is typically provided at no charge.
Online court records: Basic case information is available at no cost through the Oregon Judicial Department's online records search, which provides access to case registers, party information, and hearing schedules.
County Commission records: Meeting agendas, minutes, and some supporting documents are typically available on the county website at no charge.
Voter pamphlets and election results: These are generally available on the County Clerk's elections webpage at no cost.
Property ownership information: Basic property ownership and assessment information may be available through the County Assessor's online database without charge.
Budget documents: The county's adopted budgets and financial reports are typically posted on the county website for free public access.

The Oregon State Archives also provides free access to certain historical records related to Yamhill County, including some land records, census data, and other historical documents.

While inspection is free, fees will still apply for copies, certified documents, and extensive research time as outlined in the county's fee schedule.

Who Can Request Public Records in Yamhill County?

Under Oregon Revised Statutes § 192.314, "every person" has the right to inspect public records in Oregon, including those held by Yamhill County. This broad eligibility extends to:

Oregon residents
Non-residents of Oregon
Business entities
Media organizations
Non-profit organizations
Government agencies

Requestors are not generally required to:

Provide identification (except for certain restricted records)
State the purpose of their request
Explain how they intend to use the records
Be directly involved in or affected by the subject matter

However, certain exceptions apply:

Restricted Records: For records with limited access (such as certain vital records, adoption records, or juvenile records), requestors may need to demonstrate their legal right to access the information by providing:
- Proof of identity
- Documentation of relationship to the subject
- Court orders authorizing access
Voter Registration Records: While these are public records, ORS § 247.955 restricts how this information can be used and prohibits its use for commercial purposes.
Personal Records: When requesting records about oneself, identification is typically required to verify identity and protect privacy.
Law Enforcement Records: Requests for police reports or investigative records may require identification and may be subject to additional restrictions.

The Oregon Department of Revenue notes that for tax-related records, individuals can request their own tax records through a Revenue Online account, which requires identity verification.

Yamhill County processes all requests in accordance with state law, regardless of the requestor's identity or purpose, except where specific legal restrictions apply.

What Records Are Confidential in Yamhill County?

Yamhill County maintains certain records that are exempt from public disclosure in accordance with Oregon Revised Statutes § 192.345-192.355, which establishes numerous exemptions to the Public Records Law. These confidential records include:

Sealed court records: Cases that have been expunged or sealed by court order
Juvenile records: Most juvenile court records, unless specifically authorized for release by a judge
Ongoing investigations: Records pertaining to active law enforcement investigations
Personal identifying information: Social Security numbers, driver's license numbers, financial account information, and medical identification numbers
Medical records: Health information protected under HIPAA and state medical privacy laws
Adoption records: Sealed adoption files and related documents
Child welfare records: Reports of child abuse and protective services records
Personnel records: Employee evaluations, disciplinary actions, and personal information, though certain employment information remains public
Attorney-client privileged communications: Legal advice and communications between county counsel and county officials
Trade secrets: Proprietary business information submitted to the county
Security information: Building security plans, emergency response protocols, and critical infrastructure details
Executive session records: Minutes and recordings from legally closed sessions of public bodies
Personal privacy information: Information that would constitute an unreasonable invasion of privacy if disclosed

The Oregon Judicial Department notes that certain court records may be restricted from public view based on case type or specific court orders.

In some cases, records may be partially confidential, requiring redaction of exempt information before release. The county must cite the specific statutory exemption when denying access to records or redacting information.

Under Oregon law, many exemptions are conditional rather than mandatory, requiring the county to apply a public interest balancing test to determine if the public interest in disclosure outweighs the purpose of the exemption.

Yamhill County Recorder's Office: Contact Information and Hours

Yamhill County Clerk's Office - Recording Division
535 NE 5th Street, Room 119
McMinnville, OR 97128
(503) 434-7518
Yamhill County Clerk

Hours of Operation:
Monday through Friday: 8:00 AM to 5:00 PM
Closed on weekends and county-observed holidays

Yamhill County Circuit Court Records Department
535 NE 5th Street, Room 135
McMinnville, OR 97128
(503) 434-7530
Yamhill County Circuit Court

Hours of Operation:
Monday through Friday: 8:00 AM to 5:00 PM
Closed on weekends and state-observed holidays

Yamhill County Assessor's Office
535 NE 5th Street, Room 42
McMinnville, OR 97128
(503) 434-7521
Yamhill County Assessor

Hours of Operation:
Monday through Friday: 8:00 AM to 5:00 PM
Closed on weekends and county-observed holidays

The Yamhill County Clerk serves as the official keeper of public records for Yamhill County and is responsible for recording, maintaining, and providing access to various public documents. The Recording Division specifically handles property records, including deeds, mortgages, liens, and related documents.

For public records requests spanning multiple departments or if you are unsure which department maintains the records you seek, contact:

Yamhill County Counsel's Office
535 NE 5th Street, Room 110
McMinnville, OR 97128
(503) 434-7502
Public Records Requests