An official website of the Tennessee Secretary of State.
Core Data
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. Records include electronic data and documents.
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 2013, BEST documents were placed on microfilm rolls shared with TCRS with a retention of 75 years. This microfilm was converted to digital images in 2015 and these documents are stored electronically. All incoming documents, including TIPS and TNSTARS records are retained electronically.
Worksheet
Record Location
Andrew Jackson Building, 14th floor
File Arrangement
alpha and numeric
Media Format Generated
Electronic
Media Format Generated Summary
Electronic: Text
Media Format Stored
Electronic
Media Format Stored Summary
Electronic: Text
Date Range
1997 to Current
Agency
Allotment Code
309
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
Yes
Confidential Legal Citation
TCA 49-7-825 (BEST -- Disclosure of personal information)
Does this Record Series Contain Sensitive Information?
Yes
Agency Retention
25 years
Retention Legal Citation
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
03-31-2022
No recommended changes.
Comptroller Audit Review
04-05-2022
We have reviewed RDA 2516 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 2516 is a request to revise an RDA. The retention period will remain twenty-five years and then destroy. The format will be electronic. The Title, Abstract, Disposition Notes, and Worksheet have been updated. Recommend approval of the request to revise RDA 2516.
Public Records Commission
04-25-2022
PRC approves RDA 2516