General Board Policy

(1) Board Administrative Meetings. (a) Administrative meetings of the Board are open to the public and to the news media. (b) Although administrative meetings and hearings are open to the public, the Board reserves the right to make such internal adjustments, rules, and regulations as are necessary to insure that the proceedings remain orderly at all times. (c) Notices of the Board’s administrative meetings will be provided in accordance with the Open Meetings Act. (2) Information Concerning the Board. (a) The Board shall maintain and will disseminate written information concerning its organization, functions, policies, procedures, rules, regulations, parole criteria, and/or supervision guidelines to any party requesting such information. (3) Public Records Requests. (a) Personnel of the Tennessee Board of Parole shall timely and efficiently provide access and assistance to persons requesting to view or receive copies of public records. No provisions of these rules shall be used to hinder access to open public records. However, the integrity and organization of public records, as well as the efficient and safe operation of the Tennessee Board of Parole shall be protected as provided by current law. Information generated or held by the Board of Parole that is deemed confidential pursuant to Statute and/or Board of Parole Rules and Policies shall not be released to the public. (b) Public record requests shall be made to the Public Records Request Coordinator (“PRRC”) in order to ensure public record requests are routed to the Records Custodian and fulfilled in a timely manner. (c) Requests for inspection only are not required to be made in writing. Requests for copies shall be made in writing via email or mail. CONDUCT OF PAROLE PROCEEDINGS CHAPTER 1100-01-01 (d) Proof of Tennessee citizenship by presentation of a valid Tennessee driver’s license or alternate acceptable form of identification is required as a condition to inspect or receive copies of public records, unless the requestor is a former offender requesting his/her official record or a victim of a crime requesting the record of the offender who committed the crime against him or her. (e) The PRRC shall cause a record to be kept of all public record requests, and the date the request was received by the agency. The PRRC shall acknowledge receipt of the request within seven (7) business days and determine the appropriate action(s) to take. (f) The PRRC shall forward appropriate requests for public records to the Records Custodian(s) for the requested records. 1. The Records Custodian shall make the requested public records available to the PRRC in accordance with T.C.A. § 10-7-503 and agency policy as practicable. If additional time is necessary to determine whether the requested records exist; to search for, retrieve, or otherwise gain access to records; to determine whether the records are open; to redact records, or for other similar reasons, the Records Custodian shall promptly communicate this to the PRRC who shall notify the records requestor within seven (7) business days of receipt of the request. 2. If a record contains confidential information or information that is not open to public inspection, the Records Custodian shall prepare a redacted copy prior to providing the record to the PRRC. If questions arise concerning redaction, the Records Custodian shall coordinate with the General Counsel and other appropriate parties regarding review and redaction of records. (g) Fees and charges for copies of public records shall be charged in accordance with Tennessee Board of Parole policies. Cost for copies shall be $.15 per page. Cost for a CD of a parole hearing shall be $10.00. No charges will be assessed for copies and duplicates unless the total fee for the request exceeds $5.00. Costs for labor shall be assessed where time to prepare records exceeds one (1) hour.