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PUBLIC RECORDS COMMISSION

Metropolitan Code of Nashville and Davidson County tit. 2, div. IV, ch. 2.140
in effect

Metropolitan Code of Nashville and Davidson County § 2.140.010 Commission created.

2.140.010 - Commission created. There is created the public records commission for the purpose of providing the orderly disposition of public records created by all departments and agencies, including boards and commissions, of the Metropolitan Government of Nashville/Davidson County. (Ord. 97-845 § 1 (part), 1997)

Metropolitan Code of Nashville and Davidson County § 2.140.020 Public records defined.

2.140.020 - Public records defined. "Public records" shall be construed to mean: A. All documents, papers, records, books, and books of account in all offices of the metropolitan government and county elected officials, including, but not limited to, the county clerk, the county register, the county trustee, the sheriff, the assessor of property; B. The pleadings, documents, and other papers filed with the clerks of all courts including the courts of record, general sessions courts; C. All documents created by any office or department of the old Davidson County or former City of Nashville, or of any office, department or agency of the metropolitan government. (Ord. 97-845 § 1 (part), 1997)

Metropolitan Code of Nashville and Davidson County § 2.140.030 Membership—Qualifications and terms of office—Vacancy filling.

2.140.030 - Membership—Qualifications and terms of office—Vacancy filling. A. The Davidson County public records commission shall consist of eight members: The mayor shall appoint three members and the metro council shall confirm each appointee. Of the three appointees, one shall be a member of the metro council, one shall be a judge of one of the courts of record, and one shall be a genealogist. B. The county clerk or designee of the county clerk, county register or designee of the county register, the director of ITS or designee of the director of ITS, the county historian, and the archivist shall be ex officio members of the commission. C. Each elected member of the commission shall hold office during the term for which the member was elected to office; any non-elected member of the commission shall serve for the term of the appointing official. D. If a vacancy occurs in one of the appointed positions, the mayor shall appoint a person in the same manner as the original appointment. (Ord. BL2018-1292 § 1, 2018; Ord. BL2014-727 § 1, 2014; Ord. BL2014-660 §§ 1, 2, 2014; Ord. 97-845 § 1 (part), 1997)

Metropolitan Code of Nashville and Davidson County § 2.140.040 Officers—Meetings—Quorum.

2.140.040 - Officers—Meetings—Quorum. The public records commission shall elect a chairman and a secretary, and shall preserve the minutes of all its proceedings and transactions. A majority of the full membership of the commission shall constitute a quorum for the purpose of meeting and transacting business. (Ord. 97-845 § 1 (part), 1997)

Metropolitan Code of Nashville and Davidson County § 2.140.050 Rules and regulations.

2.140.050 - Rules and regulations. The public records commission shall establish reasonable rules and regulations to accomplish the primary task of providing for the orderly disposition of records as well as establishing rules and regulations to expand upon and interpret the public records policy of the metropolitan government. Such rules shall provide, but not be limited to: A. Standards and procedures related to the creation, filing, storage, disposal, preservation, and duplication of records; B. The process for public records requests, responses to public records requests; and fees and charges for records requests including procedures for billing and payment. C. Appointment of Records Officers and Records Custodians. The head of each department shall designate a records officer, who shall be an employee at the administrative level, and inform the commission chairman in writing of such designation. The head of each department shall likewise designate a departmental records custodian, who shall be an employee at the administrative level, and inform the metropolitan clerk in writing of such designation. The records officer and records custodian may be the same person. The records officer and departmental records custodian shall be the primary facilitator(s) between the department and the staff of the records commission. The departmental records custodian shall be responsible for ensuring that departmental public records requests are fulfilled in accordance with Tenn. Code Ann. Section 10-7-503(a)(2)(b); D. The rules shall be applicable to all metro government departments. (Ord. BL2017-708 § 2, 2017; Ord. 97-845 § 1 (part), 1997)

Metropolitan Code of Nashville and Davidson County § 2.140.070 Retention, possession, and destruction of records transferred to metro archives.

2.140.070 - Retention, possession, and destruction of records transferred to metro archives. A. Upon the transfer of possession of any record to the archives division of the Nashville Public Library, such records shall become the permanent property of and permanently retained by the archives division of the Nashville Public Library. The archivist, under the direction of the library director, shall have the authority to destroy originals of such records if such records have been converted to media of such quality which shall meet the minimum standards of the United States government or are judged by the archivist to lack historical or legal value as a permanent record. (Ord. BL2017-657 § 1, 2017)
Source: Metropolitan Government of Nashville and Davidson County, Metropolitan Code and Charter (Municode Library, library.municode.com)URL: https://library.municode.com/tn/metro_government_of_nashville_and_davidson_county/codes/code_of_ordinances?nodeId=CD_TIT2AD_DIVIVCO_CH2.140PURECOFetched: 10/28/2026

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