Appendix_B.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- RFP 30227-00725
- Issued by
- Davidson County, Tennessee
About this file
This document is an Appendix B spreadsheet detailing data feeds and interfaces for Tennessee's Case Management System (TnCIS), involving multiple state agencies including the Administrative Office of the Courts, Department of Correction, Department of Revenue, Department of Safety, State Comptroller's Office, Tennessee Bureau of Investigations, and various local county offices. The spreadsheet comprehensively outlines 26 distinct data exchange mechanisms, ranging from judicial information systems and court case repositories to specialized reporting interfaces for areas like mental health monitoring, traffic violations, juvenile reporting, and specific registries tracking felony convictions, animal abuse, and elder abuse.
The interfaces operate with varying frequencies including nightly, monthly, and annual transmissions, utilizing multiple data formats such as CSV, Fixed Length, SQL, API, and JSON. Most interfaces are mandated by specific Tennessee state statutes, with data being electronically transferred to support critical government functions like court record management, public safety, licensing, law enforcement, and administrative tracking. While most interfaces are automated, some still require manual processing, and the document indicates that certain agencies lack full automation capabilities for specific reporting requirements. The spreadsheet provides extensive details on each interface's data recipient, related statute, Tennessee-specific requirements, frequency, format, and existing documentation status.
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Sheet1
| Tennessee CMS Data Feeds & Interfaces | |||||||||||
| # | Data Feed/Interface Type | Description | Data Recipient | Related Statute | TN Specific (Y/N) | TnCIS Specific (Y/N) | Frequency | Format | Existing Documentation (Y/N) | Use Case Required | |
| 1 | TN Judicial Information System (TJIS) | Electronically sends files each month for civil filings, criminal charges, dispositions and expungements occurring throughout the month | Administrative Office of the Courts | 16-1-117 | Y | N | Monthly | Fixed length | Y | N | |
| 2 | General Sessions Data Repository | Clerks send data monthly to provide a much more extensive set of case data for GS civil and criminal cases | Administrative Office of the Courts | 18-1-105 | Y | N | Monthly | SQL partial Database Backup & CSV | Y | N | |
| 3 | Mental Health Monitoring System (MHMS) | Qualifying Judicial Hospitalizations and Conservatorships that is then forwarded to the federal NCIC (to prevent individual from purchasing a gun) and to DOS Handgun Unit (to remove and or deny any handgun permit) | Administrative Office of the Courts | 16-1-117; 16-10-213 | Y | N | Nightly | CSV | Y | N | |
| 4 | County - Delinquent Tax Import | Imports file generated by County Trustee of properties where real and property taxes are delinquent. This prevents clerks from having to manually enter all the parcel information manually. These are then either collected or placed into a Delinquent Tax sale. | Case Management System | No statute but a required import | N | Y | 1 time per year | Fixed Length | Old user requirement | N | |
| 5 | County - Delinquent Tax Export | Creates a file for a clerk who has chosen to use a vendor for an online delinquent tax sale. The file is exported as part of TnCIS and the contract for the vendor is between the clerk and vendor. | Online Delinquent Tax Sale Vendor | No statute | N | Y | As needed | Fixed Length | Old user requirement | N | |
| 6 | State Cost Reimbursement | TnCIS calculates monies based on DOC rules and creates forms for submission for qualifying cases to DOC. Clerks can remove fee to report the next time State Cost bill is pulled. Fees can be modified if state determines it will not pay. One check is receipted for all cases that the DOC is paying and a state cost reimbursement fee is posted back to each case/charge for the amount receipted. DOC requires the forms with backup information and sends the clerks a check back which is then automatically applied electronically to each case and creates a reimbursement line back to the state, so the defendant can reimburse advanced fees. | Department of Correction | 40-25-131 | N | Y | On demand; when the clerk runs the report | Yes | Y | ||
| 7 | State Litigation Tax form | Data is submitted electronically directly from CMS to update their State Litigation Tax form which also includes payment due amount so DOR can draft payment from clerk's bank account. | Department of Revenue | 67-4-603 | Y | N | Monthly | API | Y | Y | |
| 8 | DOS e-Cite | Department of Safety electronically downloads ticket information and creates cases within TnCIS which alleviates the need for clerks to add cases manually and also places an image of the ticket to the case for easy access | Case Management System | N/A | N | Y (Quest does this as well) | Daily | API/JSON | Yes, we have the TITAN Disposition Web Service documentation | N | |
| 9 | DOS Disposition reporting | Sends disposition data electronically to DOS, upon clerk running interface, so they can upload to their database case histories | Department of Safety | 55-10-306; 55-50-502(j) | Y | N | Varies (Daily or Monthly) | Fixed length | Y | Y | |
| 10 | Failure to Pay court cost | Based on case payment plans and payments received for both traffic and criminal cases; notifies DOS for suspension and withdrawal of Driver's License | Department of Safety | 40-24-105(b)(1) | Y | N | at least once week/statute require reporting with 5 days | Fixed length | Y | N | |
| 11 | Jury Master Import | TnCIS imports the file created from DOS Driver records to create/update/maintain the master list. | Case Management System | N/A | N | Y | On demand; when the clerk runs the import | CSV | Old specs - needs to be updated. Reached out to the TNDOS to get a copy of the file record layout they provide for the TnCIS Jury import. | N | |
| 12 | Electronic Filing | Data is entered by attorneys and sent from the E-Filing software to the CMS for the creation of cases | Case Management System | Y | N | Daily | API | Some user and technical documentation | N | ||
| 13 | County Audit Export | Creates an End of Year audit file so county audit can export from TnCIS and import onto their laptop so they can do a majority of their audit remotely. | State Comptroller’s Office | No statute but a required export | N | Y | Yearly | Fixed length | Some user documentation | N | |
| 14 | EVINE | Submits nightly data to the Sheriff's system for victim notification | Sheriff's EVINE System | 40-38-507 | Y | N | Nightly | JSON | Y | N | |
| 15 | TCA Export/Import | Exports the AOC statewide TCA table out to each court nightly to update all TnCIS clerks with the latest updates or changes to the table. This allows up to date TCA’s in all counties immediately so they have the latest. | Case Management System | No statute but a required export | N | Y | Nightly | Imported API/JSON | Y | N | |
| 16 | Final Dispositions | Electronically sends a nightly file to TBI of dispositions entered throughout the day for Final Disposition Reporting | TN Bureau of Investigations | 8-4-115 | Y | N | Nightly | Fixed length | Y | N | |
| 17 | Indigent Admin Fee | Attorneys Indigent Defense Ordered Paid and/or Waived | Administrative Office of the Courts | 40-14-202 | |||||||
| 37-1-150 | Y | N | Monthly | Manual. No request received for automated | Y | N | |||||
| 18 | Juvenile Reporting | JV data is reported to the AOC for juvenile and family court statistics. | Quest | 37-1-187 | Y | N | Monthly | Some manual; some automated | Y | N | |
| 19 | Expungements | TnCIS electronically sends expungments to the AOC in the TJIS data. | |||||||||
| Clerks import the expungement order manually into a TBI portal (echeck) and the TBI sends a stamped copy that says expunged and also notifies the AOC and any other agencies by email the clerk has requested. | TN Bureau of Investigations/AOC/Sheriff | 40-32-101 | Y | N | Monthly | CSV | Y | N | |||
| 20 | Felony Drug Conviction Registry | Felony or felony reduced to misdemeanor drug convictio | TN Bureau of Investigations | 39-17-436 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| 21 | Violent Offender | Dispositions for certain violate crimes for the disposal of buccal swabs | TN Bureau of Investigations | 40-35-321 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| 22 | Animal Abuse Registry | Defendant information and dispositions for certain animal abuse charges for Animal Abuse Registry | TN Bureau of Investigations | 40-39-401 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| 23 | Elder Abuse | Report defendants and information for those charged with 39-15-502 - Financial Exploitation of elderly or vulnerable person. | Department of Health | 39-15-506 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| 24 | Physician Felony Conviction | Report physicians with felony conviction. A form was to be created for this reporting by the medical board/Dept of Health however I am not sure this was created | Department of Health | 63-6-214 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| 25 | Administrator of Election Report | Report disqualified jurors so they may be removed from voting rolls (Deceased, No longer a County Resident, etc.) | Local Election Office | 22-2-317 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| 26 | Infamous Crime Report-Felony Convictions | Report individuals that are felons to be removed from election roles | Local Election Office | 40-20-13 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | |
| * Format is determined by what the agency can accept. |
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