Who Can Request Records?
To protect individual privacy, records can only be released to specific authorized individuals. You may request records if you are:
- A Client: The individual who is receiving or has received services.
- A Legal Guardian: A custodial parent or individual with court-appointed guardianship over the client.
- An Authorized Personal Representative: An individual legally authorized to act on the client's behalf.
If the client is deceased, records can only be released to an executor or personal representative with official documentation, such as Letters Testamentary or a small estate affidavit.
How to Make a Request
While we do not require a formal "Release of Information" (ROI) form to access your own records, Multnomah County policy requires a written request to verify your identity and document what information you wish to receive.
Download the Form: Access the fillable Request to Access Own PHI Form.
DocumentRequest access to own PHI fillable.pdf (218.22 KB)- Complete the Details: You may request specific documents, such as an Individual Support Plan (ISP) or Oregon Needs Assessment (ONA), or you may request "All Records".
- Sign the Request: We accept handwritten signatures, signatures made with a stylus, or e-signatures that produce audit documentation (such as Adobe or DocuSign).
- Submit via Email: Send your completed form to idd.recordsandsupport@multco.us.
What to Expect
Once we receive your written request, our Records Team will process it as quickly as possible.
- Timeline: We strive to fulfill requests within a reasonable time, generally not exceeding 10 working days.
- Format: You can choose to receive your records via secured (encrypted) email, paper copy via US Mail, or arrange a time to view them in person.
- Limitations: By law, we cannot provide access to psychotherapy notes or information that the Department is no longer required to retain.