An official website of the Tennessee Secretary of State.
Core Data
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 Tennessee Judicial Information System (TJIS). Once paper data is entered into the database, copies are destroyed by state approved methods.
Worksheet
Record Location
511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement
Numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Email
Date Range
1996 to current
Allotment Code
30227
Annual Accumulation
2000 megabytes / 1.6 cubic feet
Current Volume
18000 megabytes / 15 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
Electronic Records Plan Inventory
System Name
TJIS
Hardware Description
Windows 2016 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 a VEEAM server level backup run nightly. Full database schema backups are run nightly as a separate Oracle backup and are stored on a server in the Supreme Court server facility.
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.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-04-2022
We have reviewed RDA 10200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2022
Agency concurs. Thank you.
RMD Director
04-07-2022
RDA 10200 is a request to revise an RDA. The retention period will remain permanent. The format will be electronic. The Disposition Notes and Worksheet have been updated. Recommend approval of the request to revise RDA 10200.
Public Records Commission
04-25-2022
PRC approves RDA 10200