Legal Documents of Dandridge

Code of Dandridge

Table of Contents » Title 20 Miscellaneous » Chapter 4 Public Records Access » § 20-404 Responding to public records requests.
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Title 20
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Title 20, Chapter 1
20-101
§ 20-101
Dandridge
Title 20 : Miscellaneous
Chapter 4 : Public Records Access

20-404 : Responding to public records requests.

  1. Public records request coordinator.
    1. The PRRC shall review public record requests and make an initial determination of the following:
      1. If the requester provided evidence of Tennessee citizenship;
      2. If the records requested are described with sufficient specificity to identify them; and
      3. If the governmental entity is the custodian of the records.
    2. The PRRC shall acknowledge receipt of the request and take any of the following appropriate action(s):
      1. Advise the requester of this Policy and the elections made regarding:
        1. Proof of Tennessee citizenship;
        2. Form(s) required for copies;
        3. Fees (and labor threshold and waivers, if applicable); and
        4. Aggregation of multiple or frequent requests.
      2. If appropriate, deny the request in writing, providing the appropriate ground such as one of the following:
        1. The requestor is not, or has not presented evidence of being, a Tennessee citizen.
        2. The request lacks specificity.
        3. An exemption makes the record not subject to disclosure under the TPRA.
        4. The governmental entity is not the custodian of the requested records.
        5. 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 records custodian in the Town of Dandridge.
      5. If requested records are in the custody of a different governmental entity, and the PRRC knows the correct governmental entity, advise the requestor of the correct governmental entity and PRRC for that entity if known.
    3. The designated PRRC(s) is:
      1. Name or title: Town recorder
      2. Contact information: Town Hall, 131 East Main Street, PO Box 249, Dandridge, TN 37725 (Phone: 865.397.7420, Fax: 865.397.1839)
    4. The PRRC(s) shall report to the governing authority on an annual basis about the governmental entity's compliance with the TPRA pursuant to this policy and shall make recommendations, if any, for improvement or changes to this policy.
  2. Records custodian.
    1. Upon receiving a public records request, a records custodian shall promptly make requested public records available in accordance with Tennessee Code Annotated, § 10-7-503. If the records custodian is uncertain that an applicable exemption applies, the custodian may consult with the PRRC, counsel, or the OORC.
    2. If not practicable to promptly provide requested records because 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, then a records custodian shall, within seven (7) business days from the records custodian's receipt of the request, send the requestor a completed public records request response form.
    3. If a records custodian denies a public record request, he or she shall deny the request in writing as provided in § 20-404(1)(b)(ii)using the public records request response form.
    4. If a records custodian 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 records custodian shall use the public records request response form to 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 records custodian should contact the requestor to see if the request can be narrowed.
    5. If a records custodian discovers records responsive to a records request were omitted, the records custodian should contact the requestor concerning the omission and produce the records as quickly as practicable.
  3. Redaction.
    1. If a record contains confidential information or information that is not open for public inspection, the records custodian shall prepare a redacted copy prior to providing access. If questions arise concerning redaction, the records custodian should coordinate with counsel or other appropriate parties regarding review and redaction of records. The records custodian and the PRRC may also consult with the office of attorney general and reporter.
    2. Whenever a redacted record is provided, a records custodian should provide the requestor with the basis for redaction. The basis given for redaction shall be general in nature and not disclose confidential information. (Ord. #16/17-09, March 2017)
Date Last Updated: 09/10/2019
Codification Date: 06/01/2019

Officials at Date of Last Codification:

Mayor - George Gantte 
Vice Mayor - Todd Kesterson 
Aldermen - Mike Chambers 
Aldermen - Jeffrey Depew 
Aldermen - Jessie Elder 
Aldermen - Mike Nelson 
Aldermen - Marianne Reese 
Town Recorder - Cathy Dixon

Date Last Updated: 09/10/2019
Codification Date: 06/01/2019

Officials at Date of Last Codification:

Mayor - George Gantte 
Vice Mayor - Todd Kesterson 
Aldermen - Mike Chambers 
Aldermen - Jeffrey Depew 
Aldermen - Jessie Elder 
Aldermen - Mike Nelson 
Aldermen - Marianne Reese 
Town Recorder - Cathy Dixon