Fees

AND CHARGES; PROCEDURES FOR BILLING AND PAYMENT; AGGREGATION OF FREQUENT AND MULTIPLE REQUESTS. (1) The PRRC shall provide requestors with an itemized estimate of the charges prior to producing copies of records and may require pre-payment of such charges before producing requested records. (2) When fees for copies and labor do not exceed $50, the fees may be waived by the PRRC. Requests for waivers for fees above $50 must be presented to the PRRC, who is authorized to determine if such waiver is in the best interest of TDMHSAS and for the public good. Fees associated with aggregated records requests will not be waived. (3) Fees and charges for copies are as follows: (a) $0.15 per page for letter and legal-sized black and white copies. (b) $0.50 per page for letter and legal-sized color copies. (c) Labor when time exceeds one (1) hour. (d) If an outside vendor is used, the actual costs assessed by the vendor. (4) Fees for labor and actual costs will be assessed in accordance with the OORC’s Schedule of Reasonable Charges. (5) Payment of fees and charges for copies is to be made by personal check payable to “TDMHSAS Fiscal Services” presented to TDMHSAS Fiscal Services, Andrew Jackson Building, 6th Floor, 500 Deaderick Street, Nashville, TN 37243. (6) Payment in advance will be required when costs are estimated to exceed $50. (7) Aggregation of Frequent and Multiple Requests: (a) TDMHSAS will aggregate records requests in accordance with the Frequent and Multiple Request Policy promulgated by the OORC when more than four (4) requests are received within a calendar month either from a single individual or a group of individuals deemed to be working in concert. (b) The level at which records requests will be aggregated is departmental. (c) The PRRC is responsible for making the determination that a group of individuals are working in concert. As soon as practicable after such a determination is made, the PRRC shall inform the individuals in writing that they have been deemed to be working in concert and that they have the right to appeal the decision to the OORC.