Davidson County Public Records

What Is Public Records in The Davidson County?

Public records in Davidson County encompass a wide range of official documents maintained by various government agencies within the Metropolitan Government of Nashville and Davidson County. These records are created, received, and preserved as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the government. Pursuant to Tennessee Code Annotated § 10-7-503, these records are generally available for public inspection unless specifically exempted by state law.

Davidson County maintains the following categories of public records:

Property Records: Assessment records, property tax information, deeds, mortgages, liens, and property transfers maintained by the Property Assessor's Office and Register of Deeds
Court Records: Civil, criminal, probate, and juvenile court filings, judgments, and case documents available through the Circuit Court Clerk's Office
Vital Records: Birth certificates, death certificates, marriage licenses, and divorce decrees
Business Records: Business licenses, permits, and corporate filings
Tax Records: Property tax assessments, payments, and delinquencies managed by the County Trustee
Law Enforcement Records: Arrest records, incident reports, and jail records from the Davidson County Sheriff's Department
Government Proceedings: Minutes of public meetings, ordinances, resolutions, and official actions of the Metropolitan Council maintained by the Metropolitan Clerk's Office
Land Use Records: Zoning information, building permits, code enforcement actions, and planning documents
Health Records: Restaurant inspections, environmental health reports, and public health data from the Metro Public Health Department
Election Records: Voter registration information, election results, and campaign finance reports
Financial Records: County budgets, expenditures, contracts, and financial statements

Is Davidson County an Open Records County?

Davidson County operates under Tennessee's open records laws, specifically the Tennessee Public Records Act (T.C.A. § 10-7-503 et seq.), which establishes the presumption that government records shall be open for personal inspection by any citizen of Tennessee. The Metropolitan Government of Nashville and Davidson County has adopted policies that affirm this commitment to transparency and public access.

According to Metropolitan Government of Nashville and Davidson County Executive Order No. 005, "All Metropolitan Government records shall be presumed to be open for inspection unless otherwise provided by state law." This executive order establishes that:

Each department must designate a Public Records Request Coordinator
Requests for public records shall be processed promptly
Reasonable efforts must be made to provide access to records as quickly as possible
Denial of access must be based on specific legal exemptions

The Metropolitan Government maintains a centralized Public Records Portal to facilitate citizen access to government information. Additionally, the county has established an Open Data Portal that provides direct access to numerous datasets without requiring a formal records request.

How Do I Find Public Records in Davidson County in 2025

Members of the public seeking records in Davidson County may utilize several methods to locate and access public information. The specific process varies depending on the type of record sought and the maintaining agency.

For general public records requests:

Online Portal: The Metropolitan Government offers a centralized Public Records Request Portal where citizens may submit requests electronically
In Person: Individuals may visit the specific department or agency that maintains the desired records during regular business hours
Mail/Email: Written requests may be submitted to the appropriate department's Public Records Request Coordinator
Telephone: Some basic information may be provided via telephone, though formal requests typically require written documentation

For specific record types:

Property Records: Search the Davidson County Property Assessor database for property information or visit the Register of Deeds for recorded documents
Court Records: Access through the Circuit Court Clerk's Office either in person or through their online portal
Vital Records: Birth and death certificates from 1881 to present are available through the Metro Public Health Department
Business Records: Business licenses and permits can be searched through the County Clerk's Office
Law Enforcement Records: Contact the Davidson County Sheriff's Department for incident reports, arrest records, and inmate information

For comprehensive data sets and statistics, the Davidson County Open Data Portal provides direct access to numerous government datasets in machine-readable formats.

How Much Does It Cost To Get Public Records In Davidson County?

The Metropolitan Government of Nashville and Davidson County assesses fees for public records in accordance with the Tennessee Public Records Act and the Schedule of Reasonable Charges established by the Office of Open Records Counsel. Pursuant to T.C.A. § 10-7-503(a)(7)(C)(i), fees are designed to recover the actual cost of providing the records rather than to generate revenue.

Standard fees for public records in Davidson County include:

Copies: $0.15 per page for black and white copies (8.5" x 11" or 8.5" x 14")
Color Copies: $0.50 per page (8.5" x 11" or 8.5" x 14")
Labor Charges: Assessed when time exceeds 1 hour, billed at the hourly wage of the employee(s) reasonably necessary to produce the requested records
Electronic Records: $5.00 per CD/DVD or actual cost of other storage media
Maps and Oversized Documents: Actual cost of reproduction

Specific departments may have additional or different fee schedules:

Register of Deeds: $5.00 for the first page and $1.00 for each additional page of recorded documents
Circuit Court Clerk: $5.00 per case for court record searches, plus copy fees
Vital Records: $15.00 for birth certificates and $7.00 for death certificates
Sheriff's Department: $10.00 for incident reports

Payment methods accepted include cash, check, money order, and credit cards (where available). Fees may be waived or reduced if the request is determined to be in the public interest and not for commercial purposes, at the discretion of the records custodian.

Does Davidson County Have Free Public Records?

Davidson County provides certain public records at no cost to requesters, particularly when access can be granted without significant reproduction or labor expenses. The following records and services are generally available without charge:

Online Databases: The Davidson County Open Data Portal offers free access to numerous government datasets including crime statistics, property information, and budget data
Property Information: Basic property assessment data is available at no cost through the Property Assessor's online database
Court Docket Information: Basic case information and docket listings are accessible without charge through the Circuit Court Clerk's website
Meeting Minutes and Agendas: Metropolitan Council and board meeting minutes, agendas, and videos are freely available on the Metro Clerk's website
Inspection of Records: In-person inspection of public records during regular business hours is provided at no cost, though fees apply for copies
Small Requests: Pursuant to T.C.A. § 10-7-503(a)(7)(C)(i), labor charges are not assessed for requests requiring less than one hour of staff time

Additionally, the first hour of labor for records compilation is provided at no charge for all public records requests, regardless of the volume of records requested or produced.

Who Can Request Public Records In Davidson County?

The Tennessee Public Records Act, T.C.A. § 10-7-503, specifies that public records shall be open for personal inspection by any citizen of Tennessee. The Metropolitan Government of Nashville and Davidson County adheres to this statutory requirement when processing records requests.

Individuals eligible to request public records include:

Tennessee residents (proof of residency may be required)
Attorneys or agents representing Tennessee citizens
News media organizations operating within Tennessee
Government agencies and officials conducting official business

Non-Tennessee residents do not have statutory rights to access records under the Tennessee Public Records Act, though some departments may provide records at their discretion or when required by other laws.

Requesters must provide:

Name and contact information
Description of the records sought with reasonable specificity
Statement of Tennessee citizenship (may require presentation of valid Tennessee identification)
Preferred method of access (inspection or copies)

Business entities registered in Tennessee may request records through an authorized representative. Records custodians may require verification of the representative's authority to act on behalf of the business.

What Records Are Confidential In Davidson County?

Certain records maintained by Davidson County are confidential by law and exempt from public disclosure pursuant to various provisions of Tennessee Code Annotated and federal statutes. The following categories of records are generally not available for public inspection:

Personal Information: Social Security numbers, driver's license numbers, personal financial information, and medical records are protected under T.C.A. § 10-7-504
Juvenile Records: Court records involving minors are confidential under T.C.A. § 37-1-153, except in limited circumstances
Ongoing Investigations: Records related to pending criminal investigations are exempt from disclosure under T.C.A. § 10-7-504(a)(2)
Attorney-Client Communications: Legal advice and communications between government officials and their attorneys are privileged
Educational Records: Student records are protected under the Family Educational Rights and Privacy Act (FERPA)
Health Information: Medical records are confidential under the Health Insurance Portability and Accountability Act (HIPAA)
Proprietary Business Information: Trade secrets and confidential commercial information submitted to the government
Security Information: Records regarding security systems, emergency response plans, and infrastructure vulnerabilities
Personnel Records: Certain employment information including home addresses, personal telephone numbers, and performance evaluations of government employees
Adoption Records: Sealed adoption records are confidential under T.C.A. § 36-1-125
Abuse and Neglect Reports: Child and adult protective services records under T.C.A. § 37-1-612

Records custodians are required to redact confidential information from otherwise public records when possible, rather than withholding entire documents. When records are withheld or redacted, the custodian must cite the specific legal authority for the denial.

Davidson County Recorder's Office: Contact Information and Hours

Davidson County Register of Deeds
501 Broadway, Suite 301
Nashville, TN 37203
(615) 862-6790
Register of Deeds

Public Counter Hours:
Monday - Friday: 8:00 AM - 4:30 PM
Closed on weekends and county holidays

The Davidson County Register of Deeds serves as the official custodian of property records for Nashville and Davidson County. The office is responsible for recording, maintaining, and providing access to:

Deeds and property transfers
Mortgages and deeds of trust
Liens and releases
Plats and surveys
Military discharge papers (DD-214)
Powers of attorney
UCC financing statements

The Register's office provides both in-person and online services for searching and obtaining copies of recorded documents. Records dating back to 1784 are maintained by the office, with documents from 1965 to present available through the online search system.