Current through September 24, 2024
(1) All public
records requests shall be made to the PRRC in order to ensure public records
requests made pursuant to the TPRA are routed to the records custodian and
fulfilled in a timely manner. All public records requests by or on behalf of
news media organizations shall be made to the department's communications
director.
(2) Proof of Tennessee
citizenship is required as a condition to inspect or receive copies of public
records as authorized by T.C.A. §
10-7-503.
(a) Proof of citizenship may be furnished by
the presentation of a valid Tennessee driver's license, other state-issued
photographic identification, or an alternate form of identification acceptable
to the PRRC that includes the requestor's Tennessee address.
(b) Notwithstanding lack of Tennessee
citizenship, records may be released or made available to any complainant or
respondent seeking information contained within the complaint file(s) to which
complainant or respondent is a party, any state or federal agency conducting
official business, or any person to whom the release of the records is
determined to be in the best interests of the state of Tennessee by the
commissioner, deputy commissioner, or assistant commissioner.
(3) Requests for Inspection
(a) Requests for inspection may be
communicated to the PRRC in person or via telephone, mail, fax, or email. A
written request for inspection shall not be required. The PRRC may request
written verification of a verbal request in order to facilitate recordkeeping
and ensure accuracy in fulfilling the request; however, the PRRC shall not
require written verification unless otherwise authorized by law. Requestors
shall ensure the department has sufficient and accurate information to fulfill
any request for inspection.
1. The
Department's contact information for making requests for inspection is as
follows:
500 James Robertson Parkway
Davy Crockett Tower
Nashville, TN 37243
Telephone: (615) 741-3388
Fax: (615) 741-4000
Email: TDCIopen.Records@tn.gov
(b) The PRRC may request a mailing and/or
email address from the requestor for the purpose of providing any responsive
written communication required under the TPRA. Requestors shall reasonably
provide such contact information.
(c) Pursuant to T.C.A. §
10-7-503,
if a requestor makes two (2) or more requests to inspect public records within
a six (6) month period and, for each request, the requestor fails to inspect
the public records within fifteen (15) business days of receiving notification
that the record is available for inspection, then the department is not
required to comply with any subsequent public records request from the
requestor for a period of six (6) months from the date of the second request to
view the public record unless the department determines the failure to inspect
the public records was for good cause.
(4) Requests for Copies
(a) Requests for copies, or requests for
inspection and copies, shall be made in writing using the request form and
submitted to the PRRC in person or via mail, fax, or email. If the
commissioner, deputy commissioner, or assistant commissioner determines that
completion of the request form creates an undue burden on the requestor, then a
clear, documented email or other substitute writing may be sufficient for the
request.
1. The Department's contact
information for making requests for copies is as follows:
500 James Robertson Parkway
Davy Crockett Tower
Nashville, TN 37243
Telephone: (615) 741-3388
Fax: (615) 741-4000
Email: TDCIopen.Records@tn.gov
(b) Requests for copies of records during or
following an inspection of records shall be made in writing, and the department
shall be notified of the number of copies that the requestor wishes to make. A
requestor may not use the requestor's personal equipment to make copies until a
written request has been submitted and authorization granted by the
PRRC.
(5) Standing
public records requests shall not be permitted. Requestors shall submit a new
request for inspection or copies of records each time the requestor would like
to inspect or receive copies of responsive records.
Authority: T.C.A. §§
10-7-501,
et seq.
