Senate Office of Public Records

Overview
The Senate Office of Public Records makes available a number of public documents. Some are available online, however, many are only available in hardcopy at the Office of Public Records. Although many documents at the OPR are stored in electronic format, users may only print the documents at $0.20/page.

Citizens who wish to obtain documents must visit the Office of Public Records, located at 232 Hart Building, Washington, DC 20510. The office's phone number is 202-224-0758, and hours at 9:00 a.m. until 6:00 p.m. Monday to Friday.

The office's website is http://www.senate.gov/pagelayout/legislative/g_three_sections_with_teasers/lobbyingdisc.htm.

The OPR publishes a useful report that identifies all of the reports and statements filed by Senators, Officers, and Employees of the U.S. Senate, and other individuals, that must be made publicly available. This compilation of reports is available either through the Office of Public Records or via the Senate's intranet. It is not available online, except that we have uploaded it here.

Information in the OPR report is organized by (1) report type, including reference to the appropriate Senate rule of public law and the individual(s) responsible for filing; and (2) a cross-reference chronological listing by filing date, including the office or committee where reports are to be filed and the telephone number to call for further information.

The following is a survey of publicly available information from the U.S. Senate Office of Public Records.

Gift and Travel Disclosure
Summary: Reports on unofficial travel-related expenses incurred by Members of the U.S. Senate that are reimbursed by non-government sources


 * Is information available online or offline?
 * Online: Yes. http://soprweb.senate.gov/giftrule/
 * Offline: Yes. Located at the Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? No
 * In what formats are the data made available?
 * Bulk (aggregate) data? Yes
 * Format: Compressed XML
 * Years covered: Last 4 years
 * Individual data? Yes
 * Format: Scanned Image in PDF
 * Years covered: Last 4 years
 * Can Members file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Within 30 days of gift receipt or end of the travel. For travel, prior approval is also required and a report must be filed 30 days before the travel begins.
 * Other
 * Two reports are created for travel. One is filed before travel begins and one after it ends.
 * Reports are deleted after four years.
 * Charitable contributions made in lieu of honoraria are filed in a confidential report. The form is available online.

Post Employment Restrictions on Lobbying
Summary: Details the waiting period required for former Members and some staff before he or she can lobby the Senate.


 * Is information available online or offline?
 * Online: Yes. http://www.senate.gov/legislative/termination_disclosure/report2009.htm
 * Offline: Yes. Located at the Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? Yes
 * Do all staff file? No
 * Staff file only if he or she earns in excess of 75% of the member's salary.
 * In what formats are the data made available?
 * Bulk (aggregate) data? Yes
 * Format: txt, xml
 * Years Covered: Current, updates twice monthly (after each pay period).
 * Individual data? Yes
 * Format: printed forms
 * Years covered: 2008, 2009
 * Staff are searchable by Senator or committee
 * Can Members/Staff file online? No
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Ceasing to work for the Senate.
 * Other:
 * Names are removed when restrictions no longer apply.

Lobbying Disclosure
Summary: Filing required before a lobbyist is able to interact with the Senate.


 * Is information available online or offline?
 * Online: Yes. http://www.senate.gov/legislative/Public_Disclosure/LDA_reports.htm
 * Offline: Yes. Located at the Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Lobbyists for the Senate
 * In what formats are the data made available?
 * Bulk (aggregate) data? Yes
 * Format: compressed xml
 * Years covered: 2008, 2009
 * Individual data? Yes
 * Format:PDF
 * Year: 2008-present
 * Can Lobbyists file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Meeting definition of lobbyist for the Senate according to the Lobbying Disclosure Act.
 * If filing required on a regular basis? Yes
 * Filed quarterly within 20 days after the end of the quarter; on April 20, July 20, October 20 and January 20.

Personal Financial Disclosure Report
Summary: Members and some staff of the Senate are required to report their personal financial information including the stocks, bonds and real estate they own, as well as outside income earned while working for the Senate.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes. Located at the Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? Yes
 * Do all staff file? No. Three categories of staff must file.
 * Those employees whose salary is at least 120% in excess of GS-15 level.
 * Those who are designated as a “principal assistant” by the Senator. (see “Other” for definition)
 * Staff who are designated to receive and distribute campaign funds.
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: Scanned Image
 * Last 6 years
 * Can you search by member to get staff? No
 * Can Members/Staff file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? No
 * Are filings required on a regular basis? Yes
 * Annually on May 15th.
 * Other
 * After 6 years reports are deleted or sent to the National Archives and Records Administration
 * People who request reports are required to submit a written or electronic application. The application is supposed to remain on file with the reports the individual looked at. However, applications are not always deleted in a timely fashion.
 * A Member must name a principal assistant if none of their staff are paid 120% in excess of the a GS-15 level.
 * Forms are available online (PDF)

Post Employment Negotiation Conflict Forms for Members
Summary: A Senator must file a statement detailing any prospective future employment negotiations.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes
 * Located at the Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? Yes. See Post Employment Negotiation Conflict Forms for Staff.
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: Printed forms
 * Years covered: Last 2 years
 * Can Members file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Within 3 days of the negotiations starting.
 * Other
 * Senators are not allowed to negotiate for jobs involving lobbying activity until a successor has been elected.
 * Senators are not required to report conflicts if their successor has been elected.
 * Forms are available online (PDF)

Mass Mailings/Franking
Summary: Information on the contents of mass mailings sent by Members of the U.S. Senate.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes
 * Located at Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? No
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: Scanned Image
 * Year: 2000-present.
 * Can Members file online? No
 * Are filings required on a regular basis? Yes
 * Filing is done quarterly. Due on the 25th day after the end of the preceding quarter; April 25, July 25, October 25, January 25.

Political Fund Activity Designees
Summary: Senators are allowed to designate up to three people who can collect and distribute money for campaigns. A report is filed identifying those people.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes. Located at Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staffer? No
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format Scanned Images
 * Years covered: unknown
 * Can Members file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. When a Senator designates the staff assistants.
 * Other
 * Forms are available online (PDF)

Agreements to Comply with Code of Official Conduct
Summary: An agreement signed by workers from outside the Senate affirming that he or she will comply with the Senate's code of conduct.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes. Located at Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? No
 * Congressional staff? Yes
 * Do all staff file? No. There are only two types of staff who file.
 * Any officer or employee who works for a Senate committee but is not a Senator's staff member or
 * Any individual who performs full-time services to the Senate for more than 90 days in a calendar year and is not compensated by the federal government.
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: Printed forms
 * Year: unknown
 * Can Staff file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Starting to work for the Senate.
 * Other
 * Form is available online (PDF)

Supervisor's Report on Individuals who Perform Senate Services
Summary: Report detailing work performed by an outside contractor for a Senate member or official.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes. Located at Senate Office of Public Records in room 232 Hart Senate Office Building,Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staffer? No
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: printed form in a binder
 * Year: unknown
 * Can Members file online? Yes
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. One week after the services are completed.
 * Are filings required on a regular basis? Yes
 * Filed quarterly on March 31, June 30, September 30 and December 31.,

Foreign Travel
Summary: Reports detailing expenses arising from official foreign travel by Members and staff of the U.S. Senate.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes. Located at Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staffer? Yes
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: Scanned Images
 * Year: 2000-present
 * Can Members/Staff file online? No
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Trigger: 30 days after the completion of the trip.
 * Are filings required on a regular basis? Yes
 * Filed quarterly after March 31, June 30, September 30 and December 31.
 * Quarterly reports are filed by the Chairman of each committee and are a consolidation of the travel reports filed by committee Members and staff.

Legal Defense Funds
Summary: Report detailing contributions to defray costs associated with a Member's legal defense.


 * Is information available online or offline?
 * Online: No
 * Offline: Yes. Located at Senate Office of Public Records in room 232 Hart Senate Office Building, Washington, D.C. 20510
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staffer? No
 * In what formats are the data made available?
 * Bulk (aggregate) data? No
 * Individual data? Yes
 * Format: Printed Forms
 * Year: unknown
 * Can Members file online? No
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes
 * Trigger: creating a legal defense fund
 * If filing required on a regular basis? Yes
 * Filed quarterly within 15 days after the end of the quarter; on April 15, July 15, October 15 and January 15.

Semiannual Statement of Expenditures
Summary: A report containing a detailed statement, by items, of the manner in which appropriations and other funds available for disbursement by the Secretary of the Senate that have been expended during the semiannual period covered by the report, including (1) the name of every person to whom any part of such appropriation has been paid, (2) if for anything furnished, the quantity and price thereof, (3) if for services rendered, the nature of the services, the time employed, and the name, title, and specific amount paid to each person, and (4) a complete statement of all amounts appropriated, received, or expended, and any unexpended balances.


 * Is the information available online or offline?
 * Online: No
 * Legislation to require the Secretary of the Senate to publish these reports online is included in the 2010 Legislative Appropriations Bill (H.R. 2918), as passed by the Senate (updated Aug 27, 2009). The amendment, SA 1369, is available here: http://frwebgate.access.gpo.gov/cgi-bin/getpage.cgi?dbname=2009_record&amp;page=S7121&amp;position=all (see also http://www.rollcall.com/news/36497-1.html)
 * Offline: Yes. Located in Federal Depository Libraries. Unknown if at SOPR offices.
 * In what formats are the data made available?
 * Semi-annual publication: periods ending in March 31 and September 30

Campaign Financial Disclosure Reports
Summary: Campaign financial disclosure reports that are filed in the Senate.


 * Is information available online or offline?
 * Online: Yes. URL: http://www.fec.gov/disclosure.shtml
 * Offline: Yes. Federal Election Commission Public Records Office 999 E Street, N.W. Washington, D. C. 20463
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? No
 * In what formats are the data made available?
 * Bulk (aggregate) data? Yes
 * Format: .csv, .txt (ASCII 28 delimited)
 * Years: 2000-present
 * Individual data? Yes
 * Formats: PDF, scanned image
 * Year: 2000-present
 * Can Members file online? Yes
 * Are filings required on a regular basis? Yes
 * Filed quarterly within 20 days of the end of the quarter; April 20, July 20, October 20 and January 20
 * Other
 * Some Senators choose to file unofficial electronic reports directly to the FEC as well as the required paper reports to the Secretary of the Senate.
 * Pending legislation would require Senators to file all reports electronically so that they can be made publicly available quickly. See http://www.sunlightfoundation.com/pass482/

Foreign Agents Registration Act
Summary: Foreign officials must file reports which explain their official activities and their relationship with their government or organization.


 * Is information available online or offline?
 * Online: Yes. URL: http://www.usdoj.gov/criminal/fara/links/annualrpts.html
 * Offline: Yes. Department of Justice: Registration Unit 1400 New York Avenue, N.W. Washington, D.C. 20005
 * Who is covered?
 * Foreign agents and lobbyists
 * In what formats are the data made available?
 * Bulk (aggregate) data? Yes
 * Format: pdf
 * Years covered: 1997-present
 * Can agents file online? No
 * Are filings required on a regular basis? Yes
 * Semi Annually. June 30th and December 31st

Foreign Gifts
Summary: A report detailing gifts received from foreign officials or governments which are valued at more than $100.


 * Is information available online or offline?
 * Information is not publicly available.
 * Who is covered?
 * Member of Congress? Yes
 * Congressional staff? No
 * In what formats are the data made available?
 * Unknown
 * Can Members file online? No
 * Under what circumstances must they file?
 * Is there a trigger for filing? Yes. Within 60 days of receiving a tangible gift worth more than $100 from a foreign government or official.
 * Are filings required on a regular basis? No
 * Other
 * Members must give any gifts received from foreign officials or governments to the Secretary of the Senate, when the report is filed.

Post Employment Negotiation Conflict Forms For Staff
Summary: Report by staff notifying th supervising Senator and the Ethics Committee of job negotiations with any prospective private employer.

Is information available online or offline?


 * Information is not publicly available

Who is covered?


 * Member of Congress? Yes. See Post Employment Negotiation Conflict Forms for Members.
 * Congressional staff? Yes.
 * Do all staff file? No. Only staffers who make in excess of 75% of the Member's salary. Member's salary in 2009 ($174,000) x 75% = $130,500.

Can staff file online? Yes


 * Is there a trigger for filing? Yes. Within 3 days of the negotiations starting.
 * Other
 * Form is available online (PDF)