An official website of the Tennessee Secretary of State.
Core Data
RDA Number
11176
Effective Date
Record Series Abstract
Record series includes ABLE TN 529A Program documents. Records include, but are not limited to , checks, banking records, payroll deduction forms, ACH forms, applications, legal representative forms, confirmation letters and general correspondence. Records include electronic data stored in systems and electronic copies of documents.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
25 years after the closure of the account and/or death of any designated beneficiary.
Total Retention Years
25
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
ABLE records are retained electronically for 25 years after cut off, then destroyed by state approved methods. Any incoming paper documents are scanned and retained electronically.
Worksheet
Record Location
14th Floor, Andrew Jackson Building
File Arrangement
alpha/numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Electronic: Spreadsheet/Database
Electronic: Email
Date Range
2015 to Current
Agency
Allotment Code
30901
Annual Accumulation
1.6 GB
Current Volume
9 GB
Record Value
Administrative
Fiscal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
IRS, Federal Social Security Administration
Essential Record
Yes - Original
Essential Record Stored
Secure External Database
Essential Record Media Type
Electronic
Confidential
Yes
Confidential Legal Citation
TCA ยง 71-4-812. Personal information disclosure
Does this Record Series Contain Sensitive Information?
Yes
Records Center Retention Period
N/A
Electronic Records Plan Inventory
System Name
System meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Hardware Description
System Hardware meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Software Description
System Software meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Backup Procedures
System Backup Procedures meet or exceed STS requirements. Information not publicly listed due to security reasons.
Disaster Recovery
System Disaster Recovery meets or exceeds STS requirements. Information not publicly listed due to security reasons.
Data Migration Description
System Data Migration meets or exceeds STS requirements. Information not publicly listed due to security reasons.
RDA Comments
Records Management Division (RMD)
03-31-2022
No recommended changes.
Tennessee State Library and Archives
04-05-2022
No recommended changes.
Comptroller Audit Review
04-05-2022
We have reviewed RDA 11176 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
04-05-2022
Agency concurs with recommendations.
RMD Director
04-11-2022
RDA 11176 is a request to create an RDA. The retention period will be twenty-five years and then destroy. The format will be electronic. Recommend approval of the request to create RDA 11176.
Public Records Commission
04-25-2022
PRC approves RDA 11176