Records Reproduction Policy

Records Reproduction Policy


Posted February 6, 2012

In order to ensure and facilitate the public's right of access to the records of the Oklahoma County Assessor's Office and in order to implement procedures whereby the essential functions of the Oklahoma County Assessor's Office shall not be disrupted the following Records Reproduction Policy is hereby adopted:

1. General Copying Requests


1-1. The County Assessor shall provide a real or personal property owner or his/her/its authorized agent with a copy of single Assessment Roll record(s) covering his/her/its property(ies) free of charge.

1-2. A charge for providing copies of public records is authorized by state law and has been established by the Board of County Commissioners of Oklahoma County. These charges are set at a level to compensate the County for the actual costs incurred in honoring your request. The County Assessor's office will charge $.25 for each copy of a single Assessment Roll record. Request for twenty copies of single Assessment Roll record(s) and above shall require seventy-two hours advance notice to complete.

1-3. You may contact the Information Department 405-713-1235.

2. Computer Generated Reports


2-1. Upon three days prior written notice, the Oklahoma County Assessor will provide a Standard Ownership Report to any person or firm desiring such report. Requests for Standard Ownership Reports will be by County Assessor Map Numbers or Addition Names/Numbers.

2-2. Upon two weeks prior written notice, the Oklahoma County Assessor will provide a Custom Ownership Report to any person or firm desiring such report. Requests for Custom Ownership Reports will be by single criteria, specified by the requestor, such as properties with swimming pools, fireplaces, etc. The County Assessor's Office will determine the feasibility of producing any Custom Ownership Report according to the complexity of the request and current workloads and reserves the right to deny the request. If a person's request is denied, the person may still receive the data by purchasing the Complete Assessment Roll which will allow them to produce the reports. A setup fee will be charged for any Custom Ownership Report.

2-3. All Ownership Reports will consist of ownership, location, property type, building characteristics, values, sales and legal description. Format of the report is standard and will not be modified. Reports by Addition are free to recognized neighborhood associations.

2-4. Payment shall be made according to section 8 of this document. Costs for these services are set forth in the attached Schedule of Costs.

2-5. You may contact Bryan Hutchens 405-713-1247.

3. Assessment Data


3-1. Upon two weeks prior written notice, copies of the Complete Assessment Roll, Ownership File or Comparable Sales File shall be copied by the Oklahoma County Assessor's Office to DVD or CD-ROM. Formats for these files are standard and will not be modified.

3-2. Upon three days prior written notice, Addition data, Quarter Section data or Custom data shall be copied by the Oklahoma County Assessor's Office to DVD or CD-ROM. The County Assessor's Office will determine the feasibility of producing any Custom data according to the complexity of the request and current workloads and reserves the right to deny the request. If a person's request is denied, the person may still receive the data by purchasing the Complete Assessment Roll. A setup fee will be charged for production of any Custom data.

3-3. Blank DVDs or CD-ROMs will be provided by the Oklahoma County Assessor's Office. The data can be mailed to the requestor or picked up at the Oklahoma County Assessor's office. The Oklahoma County Assessor's Office will provide record layout(s) in pdf format on the DVD or CD-ROM depicting the format of the files. No reports or printouts of the data contained on the DVDs or CD-ROMs will be provided.

3-4. The Complete Assessment Roll or Ownership File will be provided as a Microsoft Access Database or comma delimited ASCII text file on DVD or CD-ROM. If a format is not specified at the time the request is made the data will be comma delimited ASCII text.

3-5. The Comparable Sales File data will be provided as a Microsoft Access Database on DVD or CD-ROM only. Date ranges for sales will be provided by the requestor. If no dates are specified at time of request sales for the past five years to present will be included.

3-6. Addition data, Quarter Section data or Custom data will be provided on DVD or CD-ROM as a Microsoft Access Database or comma delimited ASCII text file. If a format is not specified at the time the request is made the data will be comma delimited ASCII text.

3-7. Record layouts will be contained on the DVD or CD-ROM in a PDF format. Adobe Acrobat Reader is required to read these layouts and is available for free on the web.

3-8. Periodic update files for assessment data is not available.

3-9. Persons and firms are hereby advised that the County Assessor's Office is required by law to complete the Real Estate Assessment Roll by the fourth Monday of each April and further that modifications and changes to the Real Estate Assessment Roll are made by the County Board of Equalization until the time of their statutory adjournment. Any firm purchasing the Real Estate Assessment Roll prior to the last Friday in July will need to purchase the entire Real Estate Assessment Roll file produced for delivery in July of each year to guarantee the validity of the market and assessed data. Data provided before this date may be subject to modification.

3-10. Payment shall be made according to section 8 of this document. Costs for these services are set forth in the attached Schedule of Costs.

3-11. You may contact Bryan Hutchens 405-713-1247.

4. Assessment Maps


4-1. Upon three weeks prior written notice, the Oklahoma County Assessor will provide copies, or will allow access for purposes of copying to any person or firm desiring copies of all or any portion of the Assessment Quarter Section Maps. Copies will be in color on white paper or blue line paper in standard sizes as set forth in the attached Schedule of Costs. All requested copies of the Assessment Quarter Section Maps shall be delivered by the Oklahoma County Assessor's Office the first Friday of each month.

4-2. Individual property owners obtaining records for their own records shall be exempt from the provisions of this law.

4-3. Upon three weeks prior written notice, the Oklahoma County Assessor will provide an Ownership Radius Report. The report will come in the form of copies from the assessment file current to the date requested. Copies will not be certified as the deed of record as recorded in the Oklahoma County Clerk's office. A setup fee will be charged for the Ownership Radius Report which will include up to 20 pages. Any additional pages above the included 20 will be charged per page as set forth in the attached Schedule of Costs. The setup fee is due at time of request and any per page charge paid for at time of delivery. Due to the variable nature of the report the number of pages cannot be determined in advance. Reports will be held for no more than 30 days and disposed of after that time.

4-4. Payment shall be made according to section 8 of this document. Costs for these services are set forth in the attached Schedule of Costs pursuant to 28 O.S. ยง60.

4-5. You may contact Gary Johnson 405-713-1229.

5. Aerial Photos


5-1. Upon three weeks prior written notice, the Oklahoma County Assessor will provide copies, or will allow access for purposes of copying, to any person or firm desiring copies of all or any portion of the Aerial Photographs. All requested copies of the Aerial Photographs shall be delivered by the Oklahoma County Assessor's Office the first Friday of each month.

5-2. Payment shall be made according to section 8 of this document. Costs for these services are set forth in the attached Schedule of Costs.

5-3. You may contact Gary Johnson 405-713-1229.

6. Thematic Color Maps


6-1. Upon three weeks prior written notice, the Oklahoma County Assessor will provide copies to any person or firm desiring copies of all or any portion of the Thematic Color Maps. All requested copies of the Thematic Color Maps shall be delivered by the Oklahoma County Assessor's Office the first Friday of each month.

6-2. Payment shall be made according to section 8 of this document. Costs for these services are set forth in the attached Schedule of Costs.

6-3. You may contact Gary Johnson 405-713-1229.

7. Gis Digital Data


7-1. Upon two weeks prior written notice, copies of Digital Maps or Color Digital Aerials shall be copied by the Oklahoma County Assessor's Office to DVD or CD-ROM. A setup fee will be charged for production of GIS data.

7-2. Blank DVDs or CD-ROMs will be provided by the Oklahoma County Assessor's Office. The data can be mailed to the requestor or picked up at the Oklahoma County Assessor's office. No reports or printouts of the data contained on DVDs or CD-ROMs will be provided.

7-3. Payment shall be made according to section 8 of this document. Costs for these services are set forth in the attached Schedule of Costs.

7-4. You may contact GIS Mapping Department 405-713-1229.

8. Payment / Costs


8-1. Payment for all copies of records made by the Oklahoma County Assessor's Office shall be made to the Cashiers for Records Reproduction. A receipt evidencing payment thereof shall be provided to the respective designated Documentation Clerk prior to the time copies, reports or data are delivered. Payment will be made in advance.

8-2. Cash, certified check or company checks made payable to the Oklahoma County Assessor shall be the required method of payment.

8-3. All dishonored checks shall be provided to the Oklahoma County District Attorney's Bogus Check Division for prosecution and collection.

8-4. All costs for copies or any records search for records not specified in this policy shall be reviewed and the cost thereof determined on a case-by-case basis and all such requests shall be handled so as not to disrupt the essential functions of the Oklahoma County Assessor's Office.

8-5. The costs for the services set forth herein shall be revised as necessary by the Oklahoma County Assessor's to reflect changes in wages, computer service costs, search fee charges and other applicable and necessary expenses.
 
  

9. Reservation of Rights


9-1. The Oklahoma County Assessor's Office reserves the right to reschedule the times set forth hereinabove for the reproduction of documents and computer information in the event that the production of the same would cause excessive disruption of the essential functions of the Oklahoma County Assessor's Office.

10. Posting of Records Reproduction Policy


10-2. This Records Reproduction Policy was posted in the Oklahoma County Assessor's Office on February 6, 2012

10-3. This Records Reproduction Policy was delivered for posting in the Oklahoma County Clerk's Office on February 6, 2012.

10-4. This records Reproduction Policy was posted on the Oklahoma County Assessor's Website on February 6, 2012.