An official website of the Tennessee Secretary of State.
Core Data
RDA Number
10044
Effective Date
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
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain electronic records in ICOTS for 10 years after cut off, then destroy by state approved method.
Worksheet
Record Location
ICOTS
File Arrangement
Alpha Numeric
Media Format Generated
Electronic
Media Format Stored
Electronic
Date Range
1986 - current
Agency
Allotment Code
32901
Annual Accumulation
6MB
Current Volume
65MB
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
Yes
Shared 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
No
Confidential Legal Citation
10-7-0504
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Interstate Compact Tracking System
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
RDA Comments
Records Management Division (RMD)
05-21-2015
Please provide specific record location.
Tennessee State Library and Archives
05-21-2015
TSLA concurs.
Comptroller Audit Review
05-21-2015
Audit concurs with RMD comments.
Agency Records Officer
06-08-2015
ICOTS is a third party application hosted by Appriss, Inc. located in Louisville, KY.
RMD Director
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.
Public Records Commission
06-23-2015
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.