Personnel
Inspecting and Copying Public Records (6.20)
PURPOSE
The purpose of this policy is to establish uniform procedures
for handling requests under Tennessee's Open Records Law.
POLICY
It shall be the policy of Tennessee State University that all
public records shall be open for inspection by citizens of the
State of Tennessee.
PROCEDURE
Definition
"Public Records" are all documents, papers, letters,
maps, books, photographs, microfilms, electronic data processing
files and output, films, sound recordings or other material, regardless
of physical form or characteristics, made or received in connection
with the transaction of official Tennessee State University business.
Inspection of Public Records
Except for confidential public records, public records will be
open for inspection by citizens of Tennessee in the office of
personnel during business hours (8:00 a.m. 4:30 p.m., MondayFriday,
except for official holidays). Persons requesting to inspect records
must fill out the attached Request Form (see attachment
1) and
show identification of Tennessee citizenship (i.e. driver's license,
voter's registration, etc). The Request Form will be retained
by the office of personnel and a copy forwarded to the Office
of the Vice President for Business and Finance. If the request
is for a personnel record, the individual who is the subject of
the record will be notified of the request by the Personnel Office.
Requests to inspect records must be for a specific record. Tennessee
State University is not required to create records or compile
information. If the record is unavailable for some reason, i.e.,
filed in archives, being used for official business, etc, the
person requesting the records shall be advised when to return
to inspect the record. All efforts will be made to provide the
record(s) within a reasonable period of time.
Custody of the record is not to be relinquished. The person requesting
to inspect the record must do so in the presence of the custodian
of the record or an appropriate designee.
Copying of Public Records
Upon request, Tennessee State University will provide, at the
requestor's expense, copies of public records. When a request
for copies is received, the custodian should not relinquish the
records. The custodian should do as follows:
1. Have the requesting party complete the Request Form to Inspect/Copy
Public Records.
2. Determine the number of copies to be made and enter the description
and the number of copies to be made on the Form. The price is $.25 per copy.
3. Advise the requesting party that payment for the copies is
to be made at the Cashier's window, Business Office, Administration
Building. The payment should be credited to the custodian's account.
Upon presentation of an official Tennessee State University receipt
to the custodian, the requested copies will then be made.
4. All efforts will be made to produce the copies within a reasonable
period of time.
5. After the copies are paid for, made and picked up, the Form
should be filed with the requested record in the office of record
(where feasible) and a copy should be forwarded to the Office
of the Vice President for Business and Finance.
If it cannot be readily determined whether or not a requested
document is covered by the Tennessee Open Records Law, the custodian
shall refer the matter to the Office of the Vice President for
Business and Finance and/or legal counsel for the Tennessee Board of Regents.
REFERENCE
Tennessee Public Law, Open Records Act
Supersedes TSU Policy "Inspecting and Copying Public Records"
issued 4/6/90.