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TFACTS (Tennessee Family and Child Tracking System)

RDA Number
Effective Date
Record Series Abstract
Statewide Automated Child Welfare Information System (SACWIS)that includes case management for Child Protective Services, Foster Care, Juvenile Justice, Foster Homes, Adoptive Homes and Adoption Case Files. The TFACTS application houses electronic data related to the tracking and care of children in state custody, and those at jeopardy of being in state custody, along with supporting information about the social workers supporting those children. This data is contained in production Oracle databases.
Record Series Active
Cut Off at End of
If Other, Explain
Information will be cut off at case closure and retained in the TFACTS system.
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Records are generated and maintained electronically. Kept permanently in agency using State FILE/NET system.
Record Location
STS Data Center North and STS Data Center South
File Arrangement
Alphanumeric by Records ID, Document Type, File Ne
Media Format Generated
Media Format Stored
Date Range
Allotment Code
Annual Accumulation
Current Volume
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Other states that conduct child abuse investigations may receive information from DCS in accordance with TCA 37-5-107. The Administration of Child and Families under the Department of Health and Human Services, would audit this system.
Essential Record
Yes - Original
Essential Record Stored
TFACTS resides on STS maintained servers as an electronic media. These servers are located at Data Center North and Data Center South. The information in TFACTS is essential to the resumption of operations for DCS.
Essential Record Media Type
Confidential Legal Citation
TCA37-2-408, TCA37-1-612, TCA 37-5-107, TCA 36-1-127
Does this Record Series Contain Sensitive Information?
Agency Retention
Records Center Retention Period
System Name
FileNet, Oracle DB, ISILON
Hardware Description
The TFACTS application is based on an N-tier architecture model that leverages the industry best-of-breed solutions while supporting the key principles of maximum re-use, rapid deployment, portability and scalability. The TFACTS production architecture leverages the use of enterprise network equipment (routing/switching/SSL/load balancing) as well as virtual (VMware) and physical servers to maintain optimal performance and scalability. There are four distinct logical tiers: Presentation, Application, Integration and Data. -The Presentation tier provides the interface to the end user, using a thin client (internet browser); validates user inputs; communicates with the server; and manages conversational state. This tier is virtual and configured as a cluster of Apache Web Server services. -The Application tier contains the business logic of the application, wherein Enterprise JavaBeans (EJBs) provide the J2EE server-side architecture for deploying design components. This tier is virtual and configured as a cluster of JBoss Application Servers, along with Microsoft Active Directory/ADAM servers for authentication. -The Integration tier enables seamless transmission of data using XML, JMS, and Web Services to integrate with internal/external systems. -The Data tier includes the Data Access and Data Storage layers. The Data Access layer is managed through the use of Container Managed Entity Beans. The Data Storage layer utilizes Oracle 10G Enterprise Edition with configured redundancy. This tier is physical and configured with a cluster of Oracle 10G database servers.
Software Description
Java based application that presents a web page to users. Oracle 12c is used for the database. Redhat Linux 6.6 is the operating system for the application servers with JBoss 6.4 as middleware. Java Enterprise Edition (Java EE), Java 1.7, OptimalJ 4.3 (MDA tool), Struts, IIR Search Server, Crystal Reports 10,Microstrategy (data warehouse reporting tool), Oracle 12c.
System Location
Resides on servers that are maintained by State STS located at both Data Center North and Data Center South
Backup Procedures
STS conducts daily and weekly backups for servers located at Data Center North and Data Center South
Disaster Recovery
STS conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications to be restored first and then continuing through priority list to less significant applications. STS designs and maintains plans for disaster recovery for both North and South Data Centers.
Data Migration Description
STS maintains data migration standards for all information stored in FileNet
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 11172 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes
RMD Director
RDA 11172 is a request for a new RDA. The retention period will be zero years and kept permanently in agency. The format will be electronic. Recommend approval of request to create RDA 11172.
Public Records Commission
PRC approves RDA 11172