Open Records

In the interest of transparency and responsibility to all residents, taxpayers and other constituents, the City of Gallatin strives to make the process of obtaining public records as easy as possible.

Tennessee residents are entitled to access public records, under reasonable conditions, and to copies of those records upon paying the costs of making the copy. The more precisely you can identify the record you seek, the more responsive we can be.
Some records are not automatically posted online for many reasons, including they may not be of widespread interest, they are simply too large, or they contain confidential information. Many of these records may be obtained through a public disclosure request, though there are some exemptions to disclosure as determined by state law.

The City of Gallatin provides access to existing public records in its possession; however, the City is not required to collect information or organize data to create a record not existing at the time of the request.

If the record is not available online please use the following form to initiate an open records request.



Submit an Open Records Request


You may submit your request on the City of Gallatin's Public Records Request form or in another written format that contains the following information:
  1. Name of requester
  2. Date of request
  3. Phone, email, and / or address or other contact information of requester
  4. Identification of the public records adequate for the public records officer or designee to locate the records (title and date, if known)
  5. Location (department) of the requested records, if known
  6. Whether the requester intends to inspect the records or obtain a photocopy of the records, at the cost set forth in of the City's Public Disclosure Policy
  7. Method by which the City should contact the requester

How the City will Respond


Within seven business days of receipt of the request (day one is the first working day after the request is received), the City will do one or more of the following:
  • Make the records available for inspection or copying
  • Identify an Internet location where the record can be accessed. Anyone who makes a request but cannot access the Internet may be provided hard copies or access to a City terminal to access the record
  • If copies are requested and payment of a deposit for the copies, if any, is made or terms of payment are agreed upon, send the copies to the requester
  • Provide a reasonable estimate of when records will be available
  • If the requester is unclear or does not sufficiently identify the requested records, request clarification from the requester. Such clarification may be requested and provided by telephone or email. The public records officer or designee may revise the estimate of when records will be available
  • Deny the request

Fees


Cities are not allowed to charge for the staff time spent in locating a public record, or for making a record available for inspection. A city can charge for the actual costs connected with copying public records, including the staff time spent making the copies. A city cannot charge more than fifteen cents a page for photocopying unless the city has calculated its actual costs per page and determined that they are greater than fifteen cents. Actual costs for postage and delivery can be included, as well as the cost of any envelopes. If a city has to pay an outside source for making duplicates of records such as photographs, blueprints or tape recordings, the city can also pass those costs on to the person making the request.