Responding To Public Records Requests

(1) The Public Records Request Coordinator must review public records requests, consult with the Office of University Counsel as needed, and make an initial determination of whether: (a) The requester has presented proof of Tennessee citizenship. (b) The requester described the public records requested with sufficient specificity to identify the public records requested; and (c) The University is the custodian of the requested public records. (2) The Public Records Request Coordinator must acknowledge receipt of the request and take any of the following action(s) within seven business days after the University’s receipt of the request: (a) Contact the records custodian and make the public records available to the requester. (b) Deny the request in writing, providing the appropriate grounds for denial; or (c) Send the requester a completed Public Records Request Response Form stating the time reasonably necessary to produce the public records. (3) The TPRA does not require the University to sort through files to compile information or to create or recreate a record that does not exist. PUBLIC RECORDS CHAPTER 0240-06-05 (4) If a public record contains confidential information or information that is not open for public inspection, the Public Records Request Coordinator must prepare a redacted copy prior to providing access. (a) The Public Records Request Coordinator should consult with the Office of University Counsel if questions arise concerning redaction. (b) The Public Records Request Coordinator should provide the requestor with the basis for redaction whenever a redacted record is provided. The basis given for redaction must be general in nature and not disclose confidential information. (5) Public Records that are not delivered electronically or in-person will be delivered via USPS First Class Mail. The requestor is responsible for any postage costs associated with fulfilling the request.