Public Records in Metro’s Code of Law

Title 2, Chapter 2.140 of the Metropolitan Government Code of Laws describes the roles of the Davidson County Public Records Commission. It also provides Metro’s definition of “public records” (2.140.020) and discusses the designation of Metro Records Officers (2.140.050), among other details.

To access the Metropolitan Government Charter and complete Code of Laws, see: http://www.bpcnet.com/codes/nashvill.htm. Please note that either version noted on this page is provided for information and should not be relied upon as the official Metropolitan Code.

Title 2, Chapter 2.140

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)

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)

2.140.030 Membership--Qualifications and terms of office--Vacancy filling.

A. The Davidson County public records commission shall consist of six 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, county register, and county historian 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. 97-845 § 1 (part), 1997)

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)

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. 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. Appointment of Records Officers. 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 records officer shall be the primary facilitator between the department and the staff of the records commission;
C. The rules shall be applicable to all metro government departments. (Ord. 97-845 § 1 (part), 1997)

2.140.060 Staff.

The archives division of the public library and the records division of the metropolitan clerks office shall share joint secretarial duties for the public records commission. (Ord. 97-845 § 1 (part), 1997)