How to File a Public Records Request in Lebanon, Tennessee

What Is the Tennessee Public Records Act?

The Tennessee Public Records Act (TPRA), codified at T.C.A. §§ 10-7-501 through 10-7-702, is the foundational open-records law governing access to government documents in Tennessee. Originally enacted in 1957 and significantly reformed in 2008, the TPRA guarantees Tennessee citizens the right to inspect and obtain copies of records maintained by any state, county, or municipal government body.

The Act defines "public record" broadly to include any document, paper, letter, map, book, photograph, electronic data file, sound recording, or other material — regardless of physical form — made or received in connection with the transaction of official business by a governmental agency. This means city contracts, meeting minutes, building permits, emails among city officials, expenditure reports, and police incident logs are generally all public records.

Key exemptions include certain law enforcement investigative records, medical records, public school student records, personal identifying information for public employees (such as home addresses), adoption records, government building security records, and materials protected by federal law. The government bears the burden of proving that any withheld record falls within a recognized exemption — the presumption runs in favor of disclosure under T.C.A. § 10-7-503(a)(2)(A).

Importantly, only citizens of Tennessee have an enforceable right to inspect and receive copies of public records under the TPRA. Non-residents may be denied access outright, though a governmental entity may choose to accommodate non-resident requests at its discretion.

Read the full text of the Tennessee Public Records Act (Tenn. Code Ann. §§ 10-7-101 through 10-7-702 (primary access provision at § 10-7-503))

How to File a Public Records Request with the City of Lebanon

How to Submit Your Request

The City of Lebanon handles all public records requests through its Finance Department, which serves as the official Public Records Request Coordinator for the City. The preferred method is to submit your request online through Lebanon's NextRequest portal at lebanontn.nextrequest.com, or by completing the online records request form at www.lebanontn.org/499/Records-Request. You may also print the records request form and present it in person to the Finance Department at 200 North Castle Heights Avenue, Suite 116, or mail it to that address. Lebanon additionally provides an OnBase document system where many city records are already available online for self-service access. You must be a Tennessee citizen, and the City may require you to present a valid Tennessee driver's license or other acceptable government-issued photo ID as proof of state citizenship before processing your request under T.C.A. § 10-7-503(a)(7)(A)(vi).

Download Required Form

What to Include in Your Request

• Your full name and current Tennessee address (proof of Tennessee citizenship may be required)
• A clear and specific description of the records you are requesting, including relevant dates, departments, or subjects
• Your preferred format for receiving records (electronic or paper copies, or in-person inspection)
• Your contact information, including phone number and email address
• The time period covered by your request (e.g., 'all contracts from January 2023 through December 2024')
• A statement of your maximum fee authorization, or a request for a fee waiver if applicable
• The name of the department or division most likely to hold the records, if known

Response Deadlines and What to Expect

Under the Tennessee Public Records Act, records custodians are required to respond "promptly" to public records requests. If it is not practicable to make the records immediately available, the City of Lebanon's Finance Department must, within seven (7) business days of receiving your request, take one of three actions: (1) make the requested records available; (2) deny the request in writing, stating the specific basis for the denial; or (3) provide you with a written explanation of the time reasonably necessary to produce the records. Failure to do any of these within seven business days constitutes a legal denial under T.C.A. § 10-7-503(a)(3), and gives the requester the right to file a public records lawsuit.

Note that Tennessee's TPRA applies only to Tennessee citizens. You may be asked to present a valid Tennessee driver's license or other government-issued photo ID that includes an address before your request is processed. Non-residents do not have an enforceable right to access records under the Act.

For copying costs, inspection of records is free of charge. If you request copies, the City may charge up to $0.15 per standard black-and-white page and $0.50 per color page, consistent with the OORC Schedule of Reasonable Charges under T.C.A. § 10-7-503(a)(7)(C). Labor charges may apply for requests requiring more than one hour of staff time to compile. The City must provide a cost estimate before charges are incurred.

What to Do If Your Request Is Denied or Delayed

If the City of Lebanon denies your public records request — or simply fails to respond within seven business days — you have several avenues to pursue access.

Common reasons for denial include: the records are classified as confidential under one of the TPRA's statutory exemptions (e.g., certain personnel records, law enforcement investigative files, student records, or records exempt under federal law); the records do not exist or have been lawfully destroyed; or the request was not sufficiently specific to allow the City to identify responsive records. Any denial must be provided in writing with the specific statutory basis cited.

If you believe the denial was improper, start by contacting the Finance Department directly to clarify or narrow your request. In some cases, a more specific request or an informal conversation can resolve the issue without further escalation.

Next, consider reaching out to Tennessee's Office of Open Records Counsel (OORC), housed within the Comptroller of the Treasury. The OORC is authorized under T.C.A. § 8-4-601 to mediate disputes, issue advisory opinions, and provide guidance to both citizens and government officials. Contacting the OORC can sometimes prompt a response from the agency and costs nothing.

If informal efforts fail, the TPRA provides a formal legal remedy. Under T.C.A. § 10-7-505, any Tennessee citizen whose request has been denied may file a petition for judicial review in the Wilson County Chancery Court or Circuit Court. The City bears the burden of proof to justify its denial by a preponderance of the evidence, and courts are instructed to construe the TPRA broadly to give the fullest possible public access under T.C.A. § 10-7-505(d).

If the court finds that the City willfully refused to disclose a record it knew to be public, it may award all reasonable costs including attorney's fees against the City under T.C.A. § 10-7-505(g). This is a discretionary award — it requires a court finding that the refusal was willful, not merely mistaken.

Steps to Appeal

1. Contact the Finance Department directly to clarify, narrow, or resubmit your request — many disputes are resolved at this stage.
2. Request a written denial with the specific statutory exemption cited if you have not already received one. This is required by T.C.A. § 10-7-503.
3. Contact the Tennessee Office of Open Records Counsel (OORC) at comptroller.tn.gov/office-functions/open-records-counsel.html. The OORC can mediate the dispute informally and issue an advisory opinion under T.C.A. § 8-4-601.
4. File a petition for judicial review in Wilson County Chancery Court or Circuit Court under T.C.A. § 10-7-505. The City bears the burden of proof by a preponderance of the evidence to justify withholding.
5. If the court orders disclosure, the City cannot appeal without a certification that a substantial legal issue exists (T.C.A. § 10-7-505(b)(2)).
6. If the court finds that the City willfully refused to disclose a known public record, seek attorney's fees and all reasonable costs under T.C.A. § 10-7-505(g). This award is discretionary and requires a finding of willfulness.
7. Appeal an adverse trial court ruling to the Tennessee Court of Appeals within 30 days of the final judgment, and thereafter by permissive appeal to the Tennessee Supreme Court.

Types of Records You Can Request from Lebanon, Tennessee

As a Tennessee citizen, you may request any record made or received by the City of Lebanon in connection with official city business, subject to applicable statutory exemptions. The following are common record types available through the City of Lebanon.

• City Council meeting minutes, agendas, and approved resolutions
• Municipal ordinances and adopted city codes
• City contracts, vendor agreements, and procurement documents
• Building permits, inspection reports, and code enforcement records
• Zoning decisions, variance applications, and planning commission records
• City budget documents, expenditure reports, and audit records
• Police department incident reports and call logs (non-investigative)
• Fire department run reports and inspection records
• Public works and infrastructure project records
• City employee salary schedules and position classifications (excluding protected personal information)
• Environmental and utility records (water, sewer, gas department reports)
• City-owned property records and deeds
• Economic development agreements and tax incentive documentation
• City court and municipal citation records
• Communications and correspondence between city officials related to official business

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Lebanon to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Lebanon