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
Cut Off at End of
Total Retention Years
Total Retention Months
Retention End Action
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.
511 Union Street, Suite 600 Nashville, TN 37219
Media Format Generated
Media Format Generated Summary
Media Format Stored
Media Format Stored Summary
1996 to current
2000 megabytes / 1.6 cubic feet
18000 megabytes / 15 cubic feet
Information Shared Outside the State
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.
Yes - Original
Essential Record Stored
Electronically at the Administrative Office of the Courts.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Electronic Records Plan Inventory
Windows 2016 server
Oracle database running on a Windows server with a Access 2002 front end on Windows 7 client computers.
AOC Data Center
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.
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.
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 10200 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
Agency concurs. Thank you.
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
PRC approves RDA 10200