Department Home | Records Management Home | RDA List

Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 10200
Database ID: 1464
Record Series Title: TENNESSEE JUDICIAL INFORMATION SYSTEM (TJIS)
Record Series Abstract: STATISTICAL RECORDS DATABASE USED TO COLLECT AND STORE CIVIL AND CRIMINAL CASE LOAD DATA FROM THE STATE TRIAL COURTS. DATA IS EITHER IMPORTED ELECTRONICALLY OR MANUALLY KEYED USING FORMS.
Record Series Active: Yes
Cut Off at End of: Fiscal Year
If Other, Explain:
Total Retention: 5 Years 0 Months
Retention End Action: Permanent
Disposition Notes: Electronic records are to be maintained in the Administrative Office of the Courts for five years and then are permanently archived electronically. If it has been five (5) years since the disposition date and no additional activity has taken place on the case, the criminal information is archived without the confidential information within the internal electronic database for statistical purposes. The civil data is archived electronically with the personal identifying information. The paper forms are copies sent to our agency and are used to manually enter data into the Indigent Database system. Once paper data is entered into the database, copies are destroyed by state approved methods.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 1464
Record Location: 511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement: Numeric
Media Format Generated: Both
Media Format Stored: Paper/Electronic
Date Range: 11/1996 - Current
Annual Accumulation: 10,000 megabytes 8 cubic feet
Current Volume: 1600 megabytes 22 cubic feet
Record Value: Administrative
Audit Requirements: State
Reference Frequency:
Current Year per Month: 150
Past Year: 100
2 - 5 Years: 100
Over 5 Years: 100
Data Update Frequency: Monthly
Information Shared Outside of State: Yes
If Shared, List Agencies: Under the open records law, we provide monthly updates to background screening companies for a fee, to the legislature for fiscal notes, and to agencies that request trial court statistical data.
Essential Record: Yes - Original
Essential Record Stored: Electronically at the Administrative Office of the Courts.
Essential Record Media Type: Electronic
Confidential: No
Confidential Legal Citation:
Media Recommendation: Current Format
Media Recommendation Other:
Agency Retention: 5 Years
Agency Retention - Years Active: 5 years
Agency Retention - Years Inactive: 0
Records Center Retention Period:
Final Disposition after Retention Expires: Keep as Electronic
Legal Citation:
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name: TJIS
IT-ABC Number:
Hardware Description: Windows 2008 server
Software Description: Oracle database running on a Windows server with a Access 2002 front end on Windows 7 client computers.
System Location: AOC Data Center
Backup Procedures: Employing Veritas Netbackup data is backed up on the following schedule: complete backups occur on Fridays, differential backups are run Monday through Thursday, each week. Back up data is stored on EMC Data Domain disc storage. Data is replicated to remote second Data Domain nightly.
Disaster Recovery: Sufficient hardware and virtual capacity exists in both locations in order to redeploy stored data and permit continuity of operations in accordance with our disaster recovery plan.
Data Migration Description: Tennessee Judicial Information System (TJIS) data resides in an Oracle database and will be migrated, as needed, to other environments by the AOC DBA staff using Data Pump Export and Import.
Metadata Description: 2,492 total fields in TJIS schema for Trial Court data. Critical data elements include county, court, docket, fdate, typesuit, ddate, dispo, judge, damtort, damamount, adamout1, adamount2, source, upd, district, last_user, last_chang, lcode, jcode, gsappeal, ccb_hold_id, err_flg, cnt, tcasect, offtype, offclass, judgtype, heartype, def_name, def_alia, ddef_ssn, a_tca, a_offtype, a_offclass, sealed_ind, juvenile, diversion.
Contact Information
Contact Name: Ceesha Lofton
Job Title: Legal Project Assistant / Records Officer
Address 1: Nashville City Center, Suite 600
Address 2: 511 Union Street
City: Nashville
Zip: 37219
Phone: 615-741-2687
Email: ceesha.lofton@tncourts.gov
Agency: Administrative Office of the Courts
Agency Head: Deborah Taylor Tate
Director: Rachel Harmon
Allotment Code: 30227
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 05-27-2016 No recommended changes.
Comptroller Audit Review: 2016-05-31 We have reviewed RDA 10200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-31-2016 Thank you.
RMD Director Recomendations: 06-01-2016 RDA 10200 is a request to revise an RDA. The retention will remain five years and permanent. The format will remain paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 10200.
Signed Form Received: 2016-06-01
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 10200
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
1464 10200 2016-06-22 Approved