State flag of Tennessee An official website of the Tennessee Secretary of State.

ADMINISTRATIVE FEE SYSTEM

Core Data
RDA Number
10202
Effective Date
Record Series Abstract
STATISTICAL DATABASE USED TO COLLECT THE NUMBER OF CASES WHERE THE ADMINISTRATIVE FEE FOR INDIGENT DEFENDANTS IS WAIVED, ASSESSED AND ORDERED TO PAY. THIS INFORMATION IS KEPT PER COUNTY ON A MONTHLY BASIS.
Record Series Active
Yes
Cut Off at End of
Calendar Year
Total Retention Years
5
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Paper records are kept active for 5 years and then archived electronically. The paper records then become copies and are destroyed by state approved methods.
Worksheet
Record Location
511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement
Numeric
Media Format Generated
Paper
Date Range
to
Agency
Administrative Office of the Courts
Allotment Code
30227
Annual Accumulation
1 cubic feet 2 menabytes
Current Volume
28 megabytes / 1.5 cubic feet
Record Value
Administrative
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
No
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years active and then archive
Records Center Retention Period
0
Electronic Records Plan Inventory
System Name
Administrative Fee
Hardware Description
Windows 2008
Software Description
SQL Server 2008, C#.net, web interface
System Location
Administrative Office of the Courts Data Center
Backup Procedures
Employing a VEEAM server backup run nightly. Database backups are full nightly backups with the backups stored at the Supreme Court data center
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
Administrative Fee data resides in an SQL Server database and will be migrated, as needed, to other environments by the Administrative Office of the Courts Database Administration staff using SQL Server Management Studio Backup and Restore.
Metadata Description
121 total fields for Adminstrative Fee data. Critical data elements include report_header_id, confirmation_id, clerk_id, checkbook_id, county, month, year, checkbook_description, gs, cc, ch, cr, juv, mun, pro, pro_family, judge_detail_id, judge_id, court_description, appointed, appointed_gal, waived, waived_gal, accounting_detail_id, person_count, amount_collected, amount_retained, amount_revenue.
RDA Comments
Records Management Division (RMD)
05-26-2016
No recommended changes
Tennessee State Library and Archives
05-27-2016
No recommended changes.
Comptroller Audit Review
05-31-2016
We have reviewed RDA 10202 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
05-31-2016
Thank you.
RMD Director
06-01-2016
RDA 10202 is a request to revise an RDA. The retention will remain five years and permanent. The format will remain paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 10202.
Public Records Commission
06-22-2016
PRC approves RDA 10202