An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11424
Effective Date
Record Series Abstract
This is a statistical records database used to collect and store civil and criminal case data from state General Sessions courts. Data collected in the repository will provide pre-authorized users with details that answer questions pertaining to caseload, workload, case flow, outcome and financial information.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
The court clerks enter the civil and criminal case data into their respective case management systems. The data is then sent electronically from the court's case management systems to the AOC and stored in the repository permanently on servers at the STS Data Centers.
Worksheet
Record Location
Database Server - STS Data Center South
File Arrangement
Front end website: User must run a report with specific parameters for data to be returned or depending on request, developers ay query database and pull results
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Spreadsheet/Database
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
July 1, 2017 to Current
Allotment Code
302.27
Annual Accumulation
100 GB
Current Volume
400 GB
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Case Management System - Source; General Sessions Repository is Host
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
Tenn. Code Ann. Section 16-1-117
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
0
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
General Sessions Data Repository TnCIS - approved ECM
Hardware Description
Stored on Hardware that meets STS approved standards
Software Description
Stored on Software that meets STS approved standards
System Location
STS South Data Center, STS North Data Center
Backup Procedures
Backup procedures meet STS Approved Standards
Disaster Recovery
Disaster Recovery procedures meet STS Approved Standards
Data Migration Description
As specified in SDP AOC General Sessions Reporting App and SDP+AOC General Sessions Data Repository 201610
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
04-01-2022
We have reviewed RDA 11424 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-06-2022
Thank you.
RMD Director
04-07-2022
RDA 11424 is a request to create an RDA. The retention period will be permanent. The format will be electronic. Agency updated the Electronic Records Plan Inventory Plan with the latest compliance information. Recommend approval of the request to create RDA 11424.
Public Records Commission
04-25-2022
PRC approves RDA 11424