The Records Unit is responsible for maintaining all police records and documents for the Sewanee Police Department. The records division is responsible for compiling and reporting all data for TIBRS and NIBRS requirements. The office hours of the Records Unit is Monday through Friday, 08:00 am - 5:00 pm. 

The Records Division handles all requests for public records. All public records requests must be made by completing the public records request form. 

The Sewanee police department charge for copies of records will be assessed as follows:

  1. Standard 8 ½ x 11 or 8 ½ x 14 black and white copy - $.15 per page.
  2. Standard 8 ½ x 11 or 8 ½ x 14 color copy - $.50 per page.
  3. Maps, plats and other large format documents in sizes other than 8 ½ x 11 or 8 ½ X 14 - $2.00 per square foot.
  4. CD-ROM and DVD copies - $1.00 each.
  5. Charges for copies of all other materials will be assessed at actual costs to the department.
  6. No charge will be imposed for documents sent by electronic mail or other electronic means, unless the time required to search, redact and provide the documents exceeds one hour, in which case labor charges will be assessed.
  7. The requestor shall pay any charges assessed by another entity that has possession of or is employed to reproduce the requested records.
  8. Cost of postage or other shipping charges and packaging materials will be added if documents are mailed or shipped.
  9. Charges will be waived if the total cost will be less than $1.00, provided that fees associated with aggregated records requests will not be waived. In addition to other charges assessed for copies of documents, the cost of employee labor in excess of one hour for research, retrieval, redaction and duplication will be charged to the requestor. Labor charges shall be based on the employee's hourly wage. Requests requiring one hour or less of employee labor for research, retrieval, redaction and duplication will not result in an assessment of labor charges to the requestor. For a response to a request involving more than one employee, labor charges will be assessed based on the following formula:
    1. In calculating the charge for labor, the records custodian shall determine the number of hours each employee spent responding to the request.
    2. The records custodian shall then subtract the one hour threshold from the number of hours the highest paid employee(s) spent responding to the request.
    3. The records custodian shall then multiply the total number of hours to be charged for the labor of each employee by that employee's hourly wage.
    4. The records custodian shall add together the total charges for all employees involved in responding to the request. The sum will be the total amount of labor to be charged.