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Baccalaureate Education System Trust (BEST) Files

RDA Number
2516
Effective Date
Record Series Abstract
Record series includes all three BEST programs/plans: the BEST Prepaid Plan (no longer accepting new enrollment), the TNStars 529 College Savings Program, and Tennessee Investments Preparing Scholars (TIPS). Records include, but are not limited to: prepaid tuition contracts, payroll deduction forms, ACH forms, payment coupons, applications, beneficiary information, and confirmation letters. Records also include the participant\'s payment information for purchasing educational units.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off 25 years after the beneficiary\\\'s 18th birthday. If the beneficiary is over 18 years of age upon opening the account, files are cut off 25 years after the account\\\'s inception.
Total Retention Years
25
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Until May 2012, BEST documents were placed on microfilm rolls shared with TCRS with a retention of 75 years. This microfilm will be converted to digital images in 2015 and documents will be stored electronically. In June 2012, BEST stopped filming; all incoming documents are scanned and kept on Treasury network drives.
Allotment Code
309
Record Location
Andrew Jackson Building, 15th floor
File Arrangement
alpha and numeric
Date Range
to
Annual Accumulation
10 Megabyte electronic
Current Volume
2.2 Gigabyte electronic
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS
Essential Record
Yes - Original
Essential Record Stored
essential record stored electronically in agency database
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
TCA 49-7-825 (BEST -- Disclosure of personal information)
Does this Record Series Contain Sensitive Information?
No
Agency Retention
25 years
Records Center Retention Period
Microfilm containing BEST and TCRS images is stored at Richards and Richards for 75 years, due to the 75-year retention for TCRS.
System Name
BEST
Hardware Description
BEST is a client side application. The Database is in Oracle 10g and resides in the OIR Shared Oracle environment.
Software Description
The database resided on an Oracle 10g server in the OIR Shared Oracle environment
System Location
OIR Shared Oracle environment in Data Center South
Backup Procedures
OIR will conduct backup procedures. These procedures consist of daily incremental backups and weekly total backups on the weekend. The back-up servers are Hitachi and EMC SANs. The process for Backing Up the data from OIR's South Data Center is to mirror the information at OIR's North Data Center, and then create a weekly backup tape that is currently stored by the Vendor: Iron Mountain Incorporated Iron Mountain Nashville 6005 Dana Way Nashville, TN 37013 800-899-4766
Disaster Recovery
OIR conducts disaster recovery. This procedure is a prioritized process of enabling critical and essential applications first and then continuing through the priority list to less significant applications. Disaster Recovery begins with the utilization of the OIR's North Data Center for both operations and data. If both OIR's South Data Center and OIR's North Data Center are out of operation, new operations will begin by acquiring appropriate hardware and software from a third party supplier, and restoring data from the offline tape backups stored with the current vendor: Iron Mountain Incorporated.
Data Migration Description
Data Migration will occur when support for the existing file format moves from Current to Twilight or Obsolete, or when software or hardware systems changes require the movement of RDA electronic data from a specified format to a different file format. Annual reviews will be conducted by the Treasury Records Officer and the Treasury IT Staff. In the event of system upgrade or replacements, plans will be created and executed to migrate all data and documents to the new platform.
Legacy Revision UUID
948