Opinion ID: 1058718
Heading Depth: 3
Heading Rank: 3

Heading: Disposal of Public Records

Text: Having established that the tapes are public records, we must determine what statute governs the retention and, more important, the disposal of the records. Section 10-7-503 of the Public Records Act only provides for inspection of the records because the records must stay in the custody and control of the clerk. [10] See Tenn.Code Ann. § 10-7-503(a); Tenn.Sup.Ct. R. 34; Tenn. R.App.Ct. 5 (2003). However, Cawood seeks permanent possession of the tapes by withdrawing them from the record, which is, assuredly, a form of disposal. The State contends that if exhibits are removed from the public record, they must be disposed of in accordance with Tennessee Code Annotated sections 18-1-201 to -206 (1994 & Supp. 2003). In particular, the State suggests that Tennessee Code Annotated section 18-1-206 (1994), which provides the procedure for the disposal of physical evidence, applies. The State contends this procedure was not followed; Cawood asserts the procedure was followed. Section 18-1-206, however, does not apply in this case. Section 18-1-206 is under the General Provisions chapter of Title 18, Clerks of the Court. On the other hand, chapter three of Title 18 provides specific direction for Supreme Court Clerks. In particular, Tennessee Code Annotated section 18-3-111 (1994) provides: The clerk of the supreme court shall dispose of or preserve old dockets, old transcripts, old records, or any other books, documents, papers, etc., as directed by the chief justice of the supreme court in accordance with the records retention plan promulgated by the supreme court. Moreover, Tennessee Code Annotated section 10-7-509(a) (1999) of the Public Records Act also refers to records disposition plans in that it mandates: The disposition of all state records shall occur only through the process of an approved records disposition authorization. We take judicial notice that the pertinent records disposition authorization (RDA) that provides direction for the Supreme Court Clerk regarding disposition of records is RDA Number 1672, approved March 21, 1990. In particular, this document indicates that records comprised of Criminal Cases reviewed by the Supreme Court of Tennessee are to be maintained in the Supreme Court offices while they are active, afterwards they are to be transferred to the state Records Center to be held an additional fifty years (50). RDA No. 1672, attach. # 15. Upon the expiration of the retention period, records of historic value may be retained by the State Library and Archives, and records of non-historic value may be disposed of with approved methods. Id. Therefore, it is clear that the return of the records to the appellee is neither authorized nor contemplated.