Responding To Public Records Requests

(1) The PRRC shall review public record requests and make an initial determination of the following: (a) Proof of Tennessee citizenship; (b) Sufficiency of description of the records to allow specific identification; (c) Whether the THDA is the custodian of the records; and (d) Whether the records qualify as public records under the TPRA or are subject to a legal protection against access. (2) The PRRC shall acknowledge receipt of the request and take any appropriate actions. (3) If not practicable to provide the requested records promptly, the PRRC shall, within seven (7) business days from the receipt of the request, respond to the requestor with a completed Public Records Request Response form or email with equivalent information. (4) If a public record request is denied, the PRRC shall deny the request in writing, providing the basis for the denial. (5) If the PRRC reasonably determines production of records should be segmented because the records request is for a large volume of records, or additional time is necessary to prepare the records for access, the PRRC shall notify the requestor that production of the records will be in segments and that a records production schedule will be provided as expeditiously as practicable. If appropriate, the PRRC will contact the requestor to see if the request can be clarified or narrowed. (6) If requested records are published by THDA on its website, the PRRC may satisfy a public records request by referring the requestor to THDA’s website. If a requestor desires paper copies of the records instead, THDA will provide the copies in compliance with this Rule.