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TENNESSEE JUDICIAL INFORMATION SYSTEM (TJIS)

RDA Number
10200
Effective Date
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
Total Retention Years
5
Total Retention Months
0
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.
Allotment Code
30227
Record Location
511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement
Numeric
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
Information Shared Outside the State
Yes
Shared 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
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 Years
Record Sample PDF
System Name
TJIS
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.
Legacy Revision UUID
1464