Hickman County Board of Education
Descriptor Code:
Issued Date:
Descriptor Term:
1.407
02/05/24
School District Records
Rescinds:
Issued:
1.407
11/06/23
1
The director of schools shall maintain all school district records required by law, regulation and board
2
policy. Any citizen of Tennessee shall be permitted during business hours to inspect public records
3
maintained by the school district unless otherwise prohibited by law. Any citizen of Tennessee may
4
request in writing and receive copies of open public records subject to the payment of reasonable
5
cost.
1,2,3,4
6
No records pertaining to individual students will be released for inspection by the public or any
7
unauthorized persons. In addition, information, records, and plans related to security and safety will not
8
be released for public inspection. 5
9
All requests to inspect or receive copies of records shall be submitted to the student data base
10
administrator, the district's public records request coordinator and records custodian.⁶
11
Prior to producing any record, the records custodian shall ensure confidential information is redacted.
12
Original documents remain intact and confidential information in copies produced for a requestor shall
13
be redacted. The director of schools shall develop a procedure to redact confidential information.
14
REQUESTS FOR INSPECTION²
15
Citizens requesting to inspect public records shall submit their request and a government issued photo
16
identification card with the citizen's address to the district's public records request coordinator during
17
normal business hours. Requests may be made in person, in writing, by telephone, fax, or electronic mail
18
(email). The coordinator shall submit the information to the appropriate records custodian. The records
19
custodian will contact the citizen and indicate when the records will be available to inspect.
20
If the records cannot be made available within seven (7) business days, the records custodian shall
21
provide a records production letter indicating the time needed to complete the request.
22
If the request to inspect is denied, the records custodian shall provide the citizen with a records request
23
denial letter indicating the basis for the denial.
24
REQUESTS FOR COPIES²
25
Citizens requesting copies of public records shall complete and submit the Records Request Form and a
26
government issued photo identification card with the citizen's address to the district's public records
27
request coordinator during normal business hours. The coordinator shall submit the Records Request
28
Form to the appropriate records custodian.
29
The records custodian shall provide an estimate of the reasonable costs to produce the requested
30
records. The Tennessee Comptroller of the Treasury, Office of Open Records Counsel Schedule of
Version Date: June 10, 2025
School Board Records
1.407
1
Reasonable Charges found at
2
https://www.comptroller.tn.gov/content/dam/cot/orc/documents/oorc/policies-and-
3
guidelines/ScheduleofReasonableCharges.pdf shall be used to determine the reasonable cost. The
4
records custodian will provide the citizen with an invoice detailing the charges. The citizen shall pay
5
the estimated reasonable costs by cash, money order or cashier's check prior to the district producing
6
the copies.
7
If the records cannot be made available within seven (7) business days, the records custodian shall
8
provide a records production letter indicating the time needed to complete the request.
9
If the request for copies is denied, the records custodian shall provide the citizen with a records request
10
denial letter detailing the basis for the denial.
11
FREQUENT AND MULTIPLE REQUESTS
12
When the total number of requests for copies made by a requestor within a calendar month exceeds
13
four (4), the requestor may be charged a fee for any and all labor that is reasonably necessary to
14
produce copies of the requested records. Prior to charging a reasonable fee, the requestor shall be
15
notified of this policy and provided with a Notice of Aggregation of Multiple Requestors form. The
16
Tennessee Comptroller of the Treasury, Office of Open Records Counsel Schedule of Reasonable
17
Charges found at https://www.comptroller.tn.gov/content/dam/cot/orc/documents/oorc/policies-and-
18
guidelines/ScheduleofReasonableCharges.pdf shall be used to determine the reasonable cost. Further,
19
the names of persons inspecting records and the date of inspection shall be recorded.
20
RECORDS RETENTION
21
The director of schools and/or his designee(s) shall retain and dispose of school district records in
22
accordance with the following guidelines:
23
1. The director of schools and/or his/her designee(s) will determine if a particular record is of
24
permanent or temporary value in accordance with regulations promulgated by County Public
25
Records Commission and the Tennessee Institute for Public Services records manual; 8,9
26
2. Temporary value records which have been kept beyond the required time may be recommended
27
to the Public Records Commission for destruction; 10,11
28
3. The records that the State Librarian and Archivist desire to preserve in their facilities will be
29
transferred to the State Library and Archives. The temporary value records rejected by the State
30
Library and Archives may be transferred to another institution or destroyed;
10,11,12
31
4. Permanent records will be kept in some usable form (digital, printed, microfilm, etc.). If the
32
director of schools desires to destroy the original permanent record, these records must be
33
reproduced by microfilming or some other permanent reproduction method. Permission to
34
destroy any original permanent record after microfilming follows the same procedure noted
35
above for temporary records; 11 and
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5. The director of schools shall establish procedures to safeguard against the unlawful destruction,
37
removal or loss of records. 13
Page 2 of 3
1.407
School Board Records
1
DISTRICT PUBLIC RECORDS REQUEST COORDINATOR¹⁴
2
Student Data Base Administrator
3
Office of Information and Services
4
931-729-3391 Ext 2225
Legal References
Cross References
1.
TCA 49-2-301(b)(1)(Z)
Financial Reports and Records 2.701
2.
TCA 10-7-503
Personnel Records 5.114
3.
TCA 10-7-506(a)
Student Records 6.600
4.
TCA 49-2-104
5.
TCA 10-7-504(p)
6.
Policy Related to Reasonable Charges a Records
Custodian May Charge for Frequent and Multiple
Requests for Public Records. Tennessee Comptroller of
the Treasury. available at
https://www.comptroller.tn.gov/content/dam/cot/orc/doc
uments/oorc/policies-and-
guidelines/ScheduleofReasonableCharges.pdf; TCA 10-
7-503(a)(1)(B),(C)
7. TCA 10-7-503(a)(7)(A)(vii)
8. TCA 10-7-401
9. TCA 10-7-406
10. TCA 10-7-404
11. TCA 10-7-413
12. TCA 10-7-414
13. TCA 39-16-504
14. TCA 10-7-503(g)(1)(D)
Page 3 of 3
Hickman County School System
School District Records
1.407AP
Public Inspection Records of the District, except those specifically exempted by statute, are open to
public inspection at the office of the superintendent of schools and other offices where records are
stored throughout the District.
Examine/Obtain Copies:
Requests to inspect or receive copies of records shall be submitted to the student data base
administrator, the district's public records request coordinator. Citizens requesting to inspect public
records shall submit a records request form, along with a government issued photo identification card
with the citizen's address. The records request form can be submitted in person or through email.
A fee of $0.15 per page will be assessed to copy records and an invoice will be provided to the citizen
detailing the charges.
Records Request Form
8

## Table 1

|  | Hickman County Board of | Education |  |
| --- | --- | --- | --- |
|  | Descriptor Term: School District Records | Descriptor Code: 1.407 | Issued Date: 02/05/24 |
|  |  | Rescinds: 1.407 | Issued: 11/06/23 |

## Table 2

| 23 24 25 | 1. The director of schools and/or his/her designee(s) will determine if a particular record is of permanent or temporary value in accordance with regulations promulgated by County Public Records Commission and the Tennessee Institute for Public Services records manual; 8,9 |
| --- | --- |
| 26 27 | 2. Temporary value records which have been kept beyond the required time may be recommended to the Public Records Commission for destruction; 10,11 |
| 28 29 30 | 3. The records that the State Librarian and Archivist desire to preserve in their facilities will be transferred to the State Library and Archives. The temporary value records rejected by the State Library and Archives may be transferred to another institution or destroyed; 10,11,12 |
| 31 32 33 34 35 | 4. Permanent records will be kept in some usable form (digital, printed, microfilm, etc.). If the director of schools desires to destroy the original permanent record, these records must be reproduced by microfilming or some other permanent reproduction method. Permission to destroy any original permanent record after microfilming follows the same procedure noted above for temporary records; 11 and |
| 36 37 | 5. The director of schools shall establish procedures to safeguard against the unlawful destruction, removal or loss of records. 13 |

## Table 3

| 1. | TCA 49-2-301(b)(1)(Z) |
| --- | --- |
| 2. | TCA 10-7-503 |
| 3. | TCA 10-7-506(a) |
| 4. | TCA 49-2-104 |
| 5. | TCA 10-7-504(p) |
| 6. | Policy Related to Reasonable Charges a Records Custodian May Charge for Frequent and Multiple Requests for Public Records. Tennessee Comptroller of the Treasury. available at https://www.comptroller.tn.gov/content/dam/cot/orc/doc uments/oorc/policies-and- guidelines/ScheduleofReasonableCharges.pdf; TCA 10- |
|  | 7-503(a)(1)(B),(C) |
| 7. | TCA 10-7-503(a)(7)(A)(vii) |
| 8. | TCA 10-7-401 |
| 9. | TCA 10-7-406 |
| 10. | TCA 10-7-404 |
| 11. | TCA 10-7-413 |
| 12. | TCA 10-7-414 |
| 13. | TCA 39-16-504 |
| 14. | TCA 10-7-503(g)(1)(D) |

## Table 4

| Hickman County | School System |
| --- | --- |
| School District Records | 1.407AP |