Copying Costs

Copying costs include the costs related to making copies of the public records requested by the requesting party by photographic or other means of duplication. (1) The PRD shall assess a charge of $0.15 per page for each standard 8 ½ x 11 or 8 ½ 14 black and white copy produced. (2) If a public record is maintained in color, the PRD shall advise the requesting party that the record can be produced in color if the requesting party is willing to pay the higher charge for a color copy. If the citizen then requests a color copy, the PRD shall assess a copy charge of 50 cents per page for each 8 ½ x 11 or 8½ x 14 color copy produced. (3) The charge for a duplex copy shall be the same as the charge for two (2) separate copies. (4) If a copy of a public record is produced on a medium other than 8 ½ x 11 or 8 ½ x 14 paper, the PRD shall assess a copy charge equal to the actual cost of producing a copy of the public record, taking into consideration the amount of material, equipment costs, and the cost of the alternative medium. (5) If the requested records exist electronically, but not in the format requested or a new or modified computer program or application is necessary to put the records in a readable and reproducible format or it is necessary to access backup files, the PRD shall charge the requesting party the actual costs incurred in producing the records in the format requested or in creating or modifying a computer program or application necessary to put the records in a readable and reproducible format or in accessing backup files. (6) Electronic records will be produced only in a read-only format. (7) If the PRD utilizes an outside vendor to produce copies of the requested records because the Department is legitimately unable to produce the copies, the cost charged by the vendor to the Department shall be recovered from the requesting party. (8) If the PRD is charged a fee to retrieve requested records from the Tennessee State Library and Archives or from any other entity having possession of requested records, the PRD shall charge the requesting party the cost charged the Department for retrieval of the records.