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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10044
Database ID: 1319
Record Series Title: INTERSTATE COMPACT TRACKING SYSTEM (ICOTS)
Record Series Abstract: SYSTEM IS USED TO TRACK INTERSTATE CASES BOTH IN TN AND OUT OF TN REGARDING ALL OFFENDER INFORMATION INCLUDING NUMBER, NAME, JUDGMENTS, and OTHER RELATED INFORMATION.
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 10 Years 0 Months
Retention End Action: Destroy
Disposition Notes: Maintain electronic records in ICOTS for 10 years after cut off, then destroy by state approved method.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1319
Record Location: ICOTS
File Arrangement: Alpha Numeric
Media Format Generated: Electronic
Media Format Stored: ELECTRONIC
Date Range: 1986 - current
Annual Accumulation: 6MB
Current Volume: 65MB
Record Value: Administrative, Legal
Audit Requirements: State
Reference Frequency:
Current Year per Month: 30
Past Year: 30
2 - 5 Years: 10
Over 5 Years: 5
Data Update Frequency: Daily
Information Shared Outside of State: Yes
If Shared, List Agencies: Any applicable Probation or Parole Agency in another state.
Essential Record: Yes - Original
Essential Record Stored: Interstate Compact Tracking System
Essential Record Media Type: Electronic
Confidential: Yes
Confidential Legal Citation: 10-7-504
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 10 years
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period: 0
Final Disposition after Retention Expires: Destroy
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: Interstate Compact Tracking System
IT-ABC Number:
Hardware Description: Mainframe Database
Software Description: Software is controleld by the Interstate Commission that oversees the day to day operation of ICOT
System Location: Web based. TN Dept. of Corrections pays ICOTS, a third party application hosted by Appriss, Inc. located in Louisville, KY, a license fee to access this system.
Backup Procedures: Backup procedures are controlled by the Interstate Commission that oversees the day to day operation of ICOT
Disaster Recovery: Disaster Recovery procedures are controlled by the Interstate Commission that oversees the day to day operation of ICOT
Data Migration Description: data Migration description is controlled by the Interstate Commission that oversees the day to day operations of ICOT
Metadata Description: Metadata description is controlled by the Interstate Commission that oversees the day to day operation of ICOT
Contact Information
Contact Name: Joyce O. Carmichael
Job Title: Director of Records Management
Address 1: 320 6th Avenue North, 2nd Floor
Address 2:
City: Nashville
Zip: 37243
Phone: 615-253-8012
Email: Joyce.Carmichael@tn.gov
Agency: Dept. of Correction
Agency Head: DERRICK D. SCHOFIELD COMMISSIONER
Director: Julian P. Davis, Director of Offender Management
Allotment Code: 32901
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-21-2015 Please provide specific record location.
Tennessee State Libary and Archives: 05-21-2015 TSLA concurs.
Comptroller Audit Review: 2015-05-21 Audit concurs with RMD comments.
Agency: 06-08-2015 ICOTS is a third party application hosted by Appriss, Inc. located in Louisville, KY.
RMD Director Recomendations: 06-09-2015 RDA 10044 is a request to revise an RDA. The retention period will be ten years and the format electronic. Agency provided the location as per request. Recommend approval of RDA 10044 with the following changes: System Location: Web based. TN Dept. of Corrections pays ICOTS, a third party application hosted by Appriss, Inc. located in Louisville, KY, a license fee to access this system.
Signed Form Received: 2015-06-09
PRC Meeting Date: 06-23-2015
PRC Comments: PRC approves RDA 10044 with following changes: System Location: Web based. TN Dept. of Corrections pays ICOTS, a third party application hosted by Appriss, Inc. located in Louisville, KY, a license fee to access this system.
PRC Action: Approved with Changes
RDA History
ID RDA PRC Reviewed PRC Action
1319 10044 2015-06-23 Approved with Changes