Requesting Access To Public Records

(1) Public records requests must be made to the appropriate Public Records Request Coordinator to ensure that public records requests are routed to the appropriate records custodian and fulfilled in a timely manner. (2) The University’s PRRCs are: (a) For records of the University of Tennessee System Administration: Public Records Request Coordinator PUBLIC RECORDS CHAPTER 1720-01-11 systempublicrecords@tennessee.edu (b) For purchasing records of all units in the University of Tennessee System: Public Records Request Coordinator purchasingrecords@tennessee.edu (c) For records of the University of Tennessee at Chattanooga: Public Records Request Coordinator publicrecords@utc.edu (d) For records of the University of Tennessee Health Science Center: Public Records Request Coordinator publicrecords@uthsc.edu (e) For records of the University of Tennessee Health Institute of Agriculture: Public Records Request Coordinator utiapublicrecords@tennessee.edu (f) For records of the University of Tennessee Institute of Public Service: Public Records Request Coordinator ipspublicrecords@tennessee.edu (g) For records in the University of Tennessee Archives: Public Records Request Coordinator archives@utk.edu (h) For non-law enforcement records of the University of Tennessee, Knoxville: Public Records Request Coordinator publicrecords@utk.edu (i) For law enforcement records of the University of Tennessee, Knoxville: Public Records Request Coordinator utpdrecords@utk.edu (j) For intercollegiate athletics records of the University of Tennessee, Knoxville: Public Records Request Coordinator utadpublicrecords@utk.edu (k) For non-law enforcement records of the University of Tennessee at Martin: Public Records Request Coordinator publicrecords@utm.edu (l) For law enforcement records of the University of Tennessee at Martin: Public Records Request Coordinator publicsafetyrecords@utm.edu PUBLIC RECORDS CHAPTER 1720-01-11 (3) Requests to Inspect Public Records (a) Requests to inspect public records may be communicated in person to the appropriate PRRC or communicated to the appropriate PRRC via telephone, mail, fax, e-mail, or via internet portal (if the PRRC maintains an internet portal for accepting public records requests). (b) The PRRC must not require a requestor to submit a written request to inspect public records. However, the PRRC may request that a requestor submit a written request in order to facilitate recordkeeping and ensure accuracy in fulfilling the request. The PRRC should request a mailing or e-mail address from the requestor for providing any responsive written communication required under the TPRA. (c) The PRRC determines the location for the inspection of public records and may require an appointment for the inspection of public records. The PRRC must not allow a requestor to inspect original records outside of the presence of a University employee designated by the PRRC. The PRRC must take reasonable precautions to ensure that the integrity of public records is maintained during the inspection of the records. (d) If a requestor makes two (2) or more requests to inspect a public record within a six (6) month period and, for each request, the requestor fails to inspect the public record within fifteen (15) business days of receiving notification from the PRRC that the record is available for inspection, then the PRRC is not required to comply with any public records request from the requestor for a period of six (6) months from the date of the second request to inspect the public record unless the PRRC determines that the failure to inspect the public record was for good cause. (e) Requests for Copies of Public Records 1. Requests for copies, or requests for inspection and copies, must be made in writing and submitted to the appropriate PRRC in person or via mail, e-mail, or internet portal (if the PRRC maintains an internet portal for accepting public records requests). The PRRC may provide requestors with a form that requestors may use to make requests for copies or requests for inspection and copies of public records. The PRRC may waive the requirement that a request for copies, or a request for inspection and copies, be made in writing. 2. A requestor will not be allowed to make copies of records with personal equipment (e.g., cell phones, portable scanners, portable copy machines). (f) Proof of Tennessee citizenship by presentation of a valid Tennessee driver license to the PRRC (or alternative form of identification acceptable to the PRRC) is required as a condition to inspect and/or receive copies of public records. (g) Notices of upcoming meetings of the University’s Board of Trustees, along with materials relating to Board meetings, are posted and readily available at trustees.tennessee.edu.