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Indigent Database (currently TIES, Tennessee Indigent Expense System)

Core Data
RDA Number
11175
Effective Date
Record Series Abstract
Electronic database that houses information from attorney fee claims, expert/investigator/court reporter invoices, and through which those orders are submitted for payment from the indigent fund. Attorneys enter their invoice information through a system called Indigent Claims Entry (ICE) which feeds into the TIES system. The AOC fiscal department enters the expert witness, investigator, and court reporter claims and orders from the court into TIES. The TIES system feeds the information into EDISON where the payments are processed.
Record Series Active
Yes
Cut Off at End of
Fiscal Year
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Records within the database system are permanently archived electronically five (5) years after they are entered into the system.
Worksheet
Record Location
511 Union Street, Suite 600 Nashville, TN 37219
File Arrangement
Numeric
Media Format Generated
Both
Media Format Stored
Microfilm
Date Range
2004 to Current
Agency
Administrative Office of the Courts
Annual Accumulation
4 cubic feet / 7,000 megabytes
Current Volume
70 cubic feet / 70,000 megabytes
Record Value
Fiscal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Original of all documentation is kept by the AOC. Copies of some documents are sent to the Division of Accounts for payment.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
Tennessee Indigent Expense System
Hardware Description
Standalone HP Server, Windows Server 2008-R2
Software Description
.Net Windows Application using an Oracle DB
System Location
Administrative Office of the Courts Data Center 511 Union Street,5th Floor Nashville, TN 37219
Backup Procedures
Employing Veritas Netbackup data is backed up on the following schedule: complete backups occur on Fridays, differential backups are run Monday through Thursday, each week. Back up data is stored on EMC Data Domain disc storage. Data is replicated to remote second Data Domain nightly.
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
TIES data resides in an Oracle database and will be migrated, as needed, to other environments by the Administrative Office of the Courts Database Administration staff using Data Pump Export and Import.
Metadata Description
1,179 total fields for Indigent Claim data. Critical data elements include master_doc_id, doc_number, county_id, court_type_id, doc_type_id, status_id, submitter_id, judge_id,received_date, disposition_date, delete_flg, audit_adj_flg, fee_schedule_used, image_accepted_flg, demographic_paid, date_filed, batch_hist_id, vendor_demographic_id, batch_file_batch_date, vendor_number, voucher_number, amt_paid, adjusted_amount, line_header_id, line_audit_adj_amount, line_audit_adj_reason, approved_costs, adjusted_to_atty, is_extended_complex_flg, item_date, in_court_hours, out_court_hours, in_court_rate, out_court_rate, is_overclaim_flg, adjust_in_court, adjust_out_court, on_hold_flg, tca_section_id, tca_class_id, auditor_case_type, notice_death_flg.
RDA Comments
Records Management Division (RMD)
05-31-2016
No recommended changes.
Tennessee State Library and Archives
05-31-2016
No recommended changes.
Comptroller Audit Review
05-26-2016
Audit concurs with RMD comments.
Agency Records Officer
05-31-2016
Thank you.
RMD Director
06-01-2016
RDA 11175 is a request for a new RDA. The retention period will be zero years and permanent. The format will paper/electronic/microfilm. The records series will be kept permanently in microform. Recommend approval of request to create RDA 11175.
Public Records Commission
06-22-2016
PRC approves RDA 11175