2.7. PERSONNEL FILES AND RELEASE OF INFORMATION

The University maintains official personnel files on every University employee and has adopted UT Policy HR0130 – Personnel Files and Release of Information to assure that accurate and complete personnel data are maintained, that individual employees are afforded an opportunity to see that their records reflect such standards, and that the release of information from personnel files is adequately monitored.

Under the Tennessee Public Records Act, personnel records of all University employees are public records which may be inspected and copied by citizens of Tennessee during regular business hours. Public records include “all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, films, sound recordings, or other materials regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any governmental agency” (Tenn. Code Ann. § 10-7-503(a)(1)(A)). This law is addressed by UT Policy HR0130, which includes a list of information to be redacted (when possible) before record release and a list of documents to be stored permanently. At UTC, these documents are found in Human Resources, Academic Affairs, and college and departmental personnel files.