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Court Records Department

Records are available to the public Monday through Friday, from 8:00 a.m. to 5 p.m. (Except court holidays) at the Washington County Courthouse, 150 N 1st Avenue, Hillsboro, OR 97124. The records department is responsible for maintaining all documents in the local court files and serves the public by aiding with records searches and copies of court documents. The records department handles requests in person or by mail on a first come, first serve basis.

 

To obtain copies in person:

Washington County Courthouse
First Floor of the Justice Services Building
Public Records Review Room #110J
150 N 1st Avenue
Hillsboro, OR 97124.

 

To obtain copies by mail:

Send a letter with a self-addressed stamped envelope and the following information:

  1. The complete name of the person or persons involved, approximate year in which the case was filed and a case number if one is available.
  2. State what you would like copied, for instance, do you need the complete file or just certain documents?
  3. State whether or not the document(s) need to be certified.
    • Copies are .25 cents per page.
    • Certified copies at $5.00 per document plus .25 cents per page
    • Exemplified copies are $10.00 per document plus .25 cents per page.

     

  4. Include a check made payable to State of Oregon, leave the amount blank (since we do not know how many pages there are to be copied). Write in at the bottom left hand corner of the check “not to exceed $10.00" or an amount you feel would be sufficient to cover your costs. We will fill in the total amount and send you a receipt if you include a self addressed stamped envelope, so that you can adjust your checkbook.
  5. Mail the letter, check and self-addressed stamped envelope to:

Washington County Courts
Attn: Records Department
150 N 1st Avenue
Hillsboro, OR 97124

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Difference between Copies, Certified Copies and Exemplified Copies

  • Copies are photocopies of any document in the file.
  • Certified Copies are photocopies of a filed document in its entirety (everything within a staple) that is sworn to be a true copy by a court clerk. The certified copy should not be taken apart. If the staple is removed, the certification becomes invalid.
  • Exemplified Copy, also called a 3-Way Certificate, is a photocopy of a pleading in its entirety that’s authenticity is sworn to by the Court Clerk. The signature of the Court Clerk is sworn to by the Presiding Judge, then the Court Clerk swears to the authenticity of the judge’s signature. These copies are often required by other states and countries when copies are being submitted for filing in their local court. It takes two to three days to process an exemplified copy request.

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Audio Copy of Court Proceedings Requests

The Washington County Circuit Court has replaced its analog tape recording system with a state of the art digital recording system.

In most cases, court proceedings prior to January 1, 2004, are stored on analog cassette tape only. Copies are available through that specific Judge’s staff.

Court proceedings from January 1, 2004, to the present are stored using digital technology. Digital copies of audio recordings are available for purchase directly through the Washington County Records Department.

If you are requesting tapes by letter to the court, please refer to How to Obtain Copies by Mail for more information on where to send your letter and how to prepay the cost. The court will need the following information:

  1. Your name and phone number
  2. The case name
  3. The case number
  4. The date, time and type of proceeding
  5. The Judge who held the hearing / Courtroom.

The cost, which must be prepaid, is $10.00 per request. Your request will be provided to you via a link sent to you through a valid email account. Instructions on how to download the Audio Recordings and installing/setting up the player for the audio recording can be found here.

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To Obtain Audio Copies in Person:

Location: First Floor Justice Services Building
Public Records Review Room#110J
150 N 1st Avenue
Hillsboro, OR 97124

Open: Monday through Friday 8:00 am to 5:00 pm
Closed: Weekends and during legal holidays

Turnaround time for Digitial Copies is 5-10 business days. You will be notified via email (using a valid email address you will provide) when the recordings are ready for downloading.

To Obtain Audio Digital Copies via Phone:

Telephone: 503.846.8259 - This is a message number only. Please leave pertinent information and a clerk will contact you if necessary to complete your request.

FAX: 503.846.2835

 

How to Order a Transcript (Typed Copy) of a Trial or Hearing

If a typed copy of the recorded transcription is desired, the purchaser needs to decide what is the intended use of the typed copy.

  1. the copy of tape can be transcribed.
  2. If the transcript is to be submitted as an exhibit, it needs to be transcribed by a professional who knows legal format and can swear in an affidavit to its accuracy.
  3. If the transcript is needed for an appeal of the local court decision to the Court of Appeals, call the court’s Transcript Coordinator at 503.846.8765. The Appeal should be filed with the Court of Appeals prior to requesting this official copy and transcript. The transcript will be done by a court approved transcriber.