Appendix_B-Revised_8-29-2025.xlsx
XLSX spreadsheet 25 KB Posted
- Solicitation number
- RFP 30227-00725
- Issued by
- Davidson County, Tennessee
About this file
The document is an Appendix B spreadsheet detailing 26 distinct data feeds and interfaces for the Tennessee Case Management System (TnCIS), prepared for the Administrative Office of the Courts (AOC). The spreadsheet comprehensively catalogs electronic data exchanges between the court system and various state agencies, including the Department of Correction, Department of Revenue, Department of Safety, Tennessee Bureau of Investigations, and local county offices. Each interface is meticulously documented with details such as frequency (ranging from daily to yearly), data format, related statutes, integration complexity, and specific use cases, with most interfaces operating at a statewide level and a few at a local county level.
The interfaces demonstrate a sophisticated technological ecosystem with varying integration types, from simple imports/exports to complex data processing and reporting mechanisms. Most interfaces are mandated by state statutes and serve critical functions like judicial information reporting, mental health monitoring, tax collection, driver's license management, victim notifications, and specialized registries tracking felony convictions, animal abuse, and elder abuse. The data feeds utilize multiple formats including CSV, fixed-length, SQL, API, and JSON, with most being automated electronic transfers, though some still require manual processing. The spreadsheet reveals the state's commitment to standardizing and digitizing court-related data exchanges across Tennessee's 95 counties and 32 judicial districts.
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TN CMS Data Feeds and Interface
| 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 | Integration type | |
| 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 | Moderate Statewide | |
| 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 | Complex Statewide | |
| 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 | Moderate Statewide | |
| 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 | Simple Local | |
| 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 | Simple Local | |
| 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 | Complex Statewide -Note: Not an actual integration, but complex system processing to get data and be able to post money back into system. | ||
| 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 | Complex Statewide | |
| 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 | Complex Statewide | |
| 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 | Complex Statewide | |
| 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 | Complex Statewide | |
| 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 | Simple Statewide | |
| 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 | Simple Local | ||
| 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 | Moderate Statewide | |
| 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 | Moderate Statewide | |
| 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 | Simple Statewide | |
| 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 | Moderate Statewide | |
| 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 | Simple Statewide | |||||
| 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 | Complex Statewide | |
| 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 | Moderate Statewide | |||
| 20 | Felony Drug Conviction Registry | Felony or felony reduced to misdemeanor drug conviction | TN Bureau of Investigations | 39-17-436 | Y | N | Monthly | Manual, agency has no automation accommodation | N | N | Simple Statewide | |
| 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 | Simple Statewide | |
| 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 | Simple Statewide | |
| 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 | Simple Statewide | |
| 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 | Simple Statewide | |
| 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 | Simple Local | |
| 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 | Simple Local | |
| * Format is determined by what the agency can accept. |
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