Title
Reasons for Records Management
Legal Issues
Laws that Require Records to Be Kept
Laws that Govern How You Manage Your Records
Open Records Requirement
County Public Records Commission
Creation and Membership
Organization and Compensation
Jurisdiction and Authority of the Public Records Commission
Miscellaneous Authority
Funding
Establishing a Public Records Commission
The Advantages of a Public Records Commission
Public Access to Records
The Freedom of Information Act (FOIA)
Tennessee Public Records Statutes
Who Has Access?
How Should Access Be Provided?
Limiting Risks
Providing Copies of Public Records
Charging for Copies
Records with Commercial Value
Special Issues in Providing Access to Court Records
Expunging Court Records
Providing Access to Records in Non-Paper Formats
Providing Access to Electronic or Computerized Records
Remote Access to Computerized Records
Denial of Access to Public Records—Liability
To What Records Is the Public Entitled Access?
Confidential Records
Maintenance of Confidentiality
Special Considerations and Specific Types of Confidential Records
Personally Identifying Information
Motor Vehicle Registration Records
Vital Records
Law Enforcement Personnel Records
Domestic Violence Prevention and Protection Documents
Computerized Data Breaches
County Hospital and Health Department Records and Ambulance Records
HIPAA
Credit Card Numbers and Credit Reports
Student Records
The Family Educational Rights and Privacy Act
Model Notification of Rights under FERPA for Elementary and Secondary Schools
Model Notice for Directory Information
Educational Records of Disabled Students
Tennessee Statutes Affecting Education Records
Basic Records Management
Evaluate
Inventory
Filing Systems
Filing Equipment
Records Disposition Authorizations (RDAs)
Develop Written Policies and Procedures
Continuing Maintenance
Disposal of Records
Working Papers
Temporary Records
Permanent Records
Methods of Destruction
Special Considerations
Financial Records and Audits
Exhibits and Evidence in Court Cases
Other Miscellaneous Special Considerations
Alternative Storage Formats
Alternative Formats and Temporary Records
Microfilm
State Laws Regarding the Photographic Preservation of Records
Technical Guidelines
Electronic Records
Creating Records in an Electronic Format
Electronic Conversion of Paper Records
Why Electronic Formats Are Not Well Suited for Permanent Records
Other Issues Relative to Electronic Records
Records Management and E-Mail
Electronic Signatures and Transactions
Geographic Information Systems Records
Identity Theft and Unauthorized Access to Electronic Records
Proper Storage Conditions
Records Centers
Establishing Archives
Disaster Preparedness
Contingency Plans
Vital Records Protection
Retention Schedules
Current Retention Schedules
Accounting, Purchasing and Other Miscellaneous Records
Animal Control Records Retention Schedule
Assessor of Property Records
Circuit and Criminal Court Records Retention Schedule
Clerk and Master Records Retention Schedule
County Clerk Records Retention Schedule
County Election Commission Records Retention Schedule
County Mayor Records
Department of Education Records Retention Schedule
Employment Records Retention Schedule
Fire Department Records Retention Schedule
General Sessions Court Records Retention Schedule
Highway Department Records
Juvenile Court Records Retention Schedule
Planning and Zoning Records Retention Schedule
Register of Deeds Records
Sheriff's Records Retention Schedule
Solid Waste Departments and Landfill Records Retention Schedule
Trustee's Records
Appendix A: Statutory Provisions Governing County Public Records and the County Public Records Commission
Appendix B: Tennessee Archives Management Advisory
Appendix C: Sample Resolution to Establish the Membership of the County Public Records Commission
Appendix D: Sample Resolution to Establish a County Archives
Appendix E: Sources of Additional Information
Appendix F: Records Inventory Worksheet
Appendix G: Records Disposition Authorization for County Government Records
Appendix H: Additional Disaster Recovery Resources