Inspection-duplication of records request form


INSTRUCTIONS
Inspection/Duplication of Records Request

For help, call (615) 401-7891, toll free 1-(866) 831-3750 or
e-mail open.records@tn.gov
Inspection-duplication of records request form
For use by citizens
Citizens wanting to make a request for copies of records can print out this form, complete sections 1 through 4, and give the request to the appropriate records custodian. You may be required to produce a government issued photo identification card with your address on it prior to inspection or receipt of copies. Note, the Tennessee Public Records Act does not authorize custodians to require requests for inspection of public records to in writing or to assess a charge for inspection; however, other provisions of law may permit or require such written request or charge. The Act does permit a records custodian to require requests for copies of records to be in writing and to require payment of costs. Citizens are entitled to receive an estimate of reasonable costs to produce copies.
For use by records custodians
Records custodians are encouraged to customize this form to conform to their specific office. This is intended to be a two sided form.
  1. Section 2:

    2. Determine whether this Section needs to be rewritten or eliminated based on your office policy regarding identification. Public Chapter 1179, Acts of 2008 (“PC 1179”) amends T.C.A. Section 10-7-503(a) to permit a custodian to require presentation of a photo identification:

      • (7)(A) Such custodian may also require any citizen making a request to view a public record or to make a copy of a public record to present a photo identification, if the person possesses a photo identification, issued by a governmental entity, which includes the person's address. If a person does not possess a photo identification, the records custodian may require other forms of identification acceptable to the records custodian.

  2. Section 4:

      • (b): Adjust this list of records to reflect those records within your control or jurisdiction.
      • (c): PC 1179 requires requests for inspection or copying of public records to “be sufficiently detailed to enable the records custodian to identify the specific records to be located or copied.”

  3. Section 5:


      • If the form is printed on letterhead or with other office identification, then the “name” blank can be eliminated or used to identify a division or office within the agency.

  4. Section 6: Costs:

      • (b): Cost per page: this figure must reflect your actual cost in producing the copy, such as copier expenses including supplies. This figure may be agency wide and based on prior year experience.
      • (c): Determine whether your office policy permits charging for labor. PC 1179 permits the recovery of labor costs based on the “hourly wage of employee(s) reasonably necessary to produce the requested information” for the time spent in excess of five (5) hours. In determining the hourly rate, do not include benefits or other compensation in this amount. Be certain to document staff time spent on request.
      • (d): If it is necessary to have a software program written to extract the information requested, you may charge for this expense.

  5. Back Page:

      • Have the requestor sign when picking up copies. If the requestor has requested delivery of the copies and has made payment, then the requestor signature is not required.
   
 
 

Last revised: 8/12/09