0465-01-04-.07
Responding To Public Records Requests
Cite as Tenn. Comp. R. & Regs. 0465-01-04-.07
(1)
Public Records Request Coordinator (PRRC)
(a)
DIDD’s designated PRRC is the person whose name and contact information appears
on the DIDD Public Records Request Form. Contact information for the PRRC may
also be found on DIDD’s website.
(b)
The PRRC shall review public record requests and make an initial determination of the
following:
1.
If the requestor provided evidence of Tennessee citizenship;
2.
If the records requested are described with sufficient specificity to identify them;
and
3.
If DIDD is the custodian of the requested records.
(c)
The PRRC shall acknowledge receipt of a records request by appropriate means and
take any of the following appropriate actions:
1.
Advise the requestor of these rules and requirements regarding:
(i)
Evidence of Tennessee citizenship;
(ii)
The form required to request copies;
(iii)
Fees; and
(iv) Aggregation of multiple or frequent requests.
2.
If appropriate, deny the request in writing within seven (7) business days of
receipt of the request, using the “DIDD Public Records Request Response
Form”, found on the DIDD website, providing the grounds for the denial, such as
one or more of the following:
(i)
The requestor has not presented evidence of Tennessee citizenship;
(ii)
The request lacks specificity;
(iii)
A specified exemption, or state or federal law makes the record not subject
to disclosure under the TPRA;
PUBLIC RECORDS
CHAPTER 0465-01-04
(iv)
DIDD is not the custodian of the requested records; or
(v)
The records do not exist.
3.
If appropriate, contact the requestor to see if the request can be narrowed.
4.
Forward the records request to the appropriate DIDD records custodian.
5.
If requested records are in the custody of a different government department or
agency, and the PRRC knows the correct governmental entity, the PRRC will
provide that information to the requestor with contact information for the PRRC
for that entity, if known.