RULES OF THE DEPARTMENT OF FINANCIAL INSTITUTIONS ...

[Pages:11]RULES OF THE DEPARTMENT OF FINANCIAL INSTITUTIONS

CHAPTER 0180-2 RETENTION OF RECORDS

TABLE OF CONTENTS

0180-2-.01. Retention of Records

0180-2-1. RETENTION OF RECORDS

(1) Retention of Records. State banks shall retain their records for the period of time prescribed for the following classification:

ADMINISTRATIVE

Accounting and Audit Accrual and bond amortization records, (after period ends) Audit reports Audit work papers Bank call reports Bank examiner reports Charge-off asset records Daily reserve computation Depreciation records, (after life of asset) Difference records Directors' examination reports Earnings and dividends report to supervisory agencies Unclaimed Property reports (Escheat records) Reserve for losses on loans to banks Securities value "in and out" tickets Statement of condition

1 year 7 years 3 years Permanent Permanent 6 years 1 year 3 years 3 years Permanent Permanent Permanent Permanent 6 years Permanent

Capital Capital stock certificates, records and stubs Capital stock ledger Capital stock transfer ledger Dividend check register Dividend checks, paid Proxies Receipt for stock certificates if issued Register of an cancelled certificates (bank) Shareholder list Statement of beneficial ownership

Permanent Permanent Permanent 6 years 6 years 6 years Permanent Permanent Permanent Permanent

Corporate Charged off records Corporate by-laws Court case records, after case has been terminated Incorporation papers Minutes of directors' meetings, stockholders' meetings, and committees of the board Records of bank's executive officers and

6 years Permanent 6 years Permanent Permanent

3 years

February, 1999 (Revised)

1

RETENTION OF RECORDS

(Rule 0180-2-1, continued)

shareholders' indebtedness to the bank's correspondents, after paid Records of loans to executive officers, directors, principal shareholders and officers, after paid Records of outside business interests of bank's executive officers, directors, and principal shareholders, after length of services

General Ledger General Ledger General Journal Daily statement of condition General ledger sheets/cards

(a) If a by-product of posting the general ledger

(b) If used as original entry

General ledger tickets-debits and credits entries

(a) If a by-product of posting the general ledger

(b) If used as original entry

Transactions journals

(a) If a by-product of posting the general ledger

(b) If used as original entry

Insurance Blanket bond, after termination Casualty liability policies, expired Insurance schedules, records of premium payments and recoveries, expired Records of policies in force

COLLECTIONS/CONTRACTS Collection receipts Collection register Collection letters, incoming Collection letter, outgoing Coupon, envelope Customers' file copies Instalment contract of note records, after paid Obsolete and uncalled for collections, after escheated

Due from Advices from correspondents Bank statements Drafts Draft register Reconcilement letters Transit letters

Due to Copies of advices of debits or credits

February, 1999 (Revised)

2

CHAPTER 0180-2

3 years 3 years

Permanent Permanent Permanent

2 years 6 years

2 years 6 years

2 years 6 years

6 years 6 years 3 years 3 years

3 years 3 years 3 years 3 years 1 year 1 year 2 years 6 years

1 year 6 years 6 years 6 years 1 year 1 year

1 year

RETENTION OF RECORDS

(Rule 0180-2-1, continued)

Drafts Incoming cash letter memos for credit Incoming cash letters for remittance Ledger cards or journal Proof sheets Reconcilement register Reconcilement verification Report of accounts -- opened and closed Resolutions, after closed Signature cards, after closed Trial balances Undelivered statements and canceled checks Night depository agreement, after closing Night depository receipts Safekeeping records and receipts Series E bond stubs and reports Wire transfer debit and credit entries

DEMAND DEPOSIT ACCOUNTS/NOW ACCOUNTS Average balance report Batch proof Bookkeeping list of checks charged in total Checks paid

(a) If a by-product of posting the general ledger

(b) If used as original entry

Closed account report

Deposit tickets (copy)

(a) If a by-product of posting the general ledger

(b) If used as original entry

Dormant accounts, after escheated Inactive/dormant/restrained account reports Individual ledgers (if no statement copy) Large transaction report Name and address change report New account report Overdraft/NSF Report Overdraft loan agreement Record of currency transactions more than $10,000 Resolutions, authorizations, after closed Return item record Signature cards (after closed) Statement mailing order, after closed Statement receipt cards Statements, customers Statement stubs Stop payment orders

(a) If a by-product of posting the general ledger

CHAPTER 0180-2

6 years 1 year 1 year 1 year 1 year 1 year 1 year 1 year 6 years 6 years 1 year 6 years 6 years 6 years 6 years 2 years 6 years

1 year 1 year 6 years

2 years

6 years

1 year

2 years

6 years

6 years 1 year 6 years 1 year 2 years 1 year 1 year 6 years 5 years 6 years 1 year 6 years 2 years 2 years 6 years 2 years

2 years

February, 1999 (Revised)

3

RETENTION OF RECORDS

(Rule 0180-2-1, continued) (b) If used as original entry

Stop payment report

Transaction journal

(a) If a by-product of posting the general ledger

(b) If used as original entry

Trial balance Uncollected funds reports Undelivered statement and canceled checks Wire transfer debit and credit entries Zero balance report

INTERNATIONAL Cable copies of foreign money transfers Foreign asset control record, after closed Foreign collection letters (Registers) Foreign draft applications Foreign exchange remittance sheets or books, after issue Foreign mail transfer applications Foreign mail transfers Letter of credit applications and supporting documents Letter of credit ledger sheets Reconcilement of bank deposits, due from Reconcilement of bank deposits, due to Reports of foreign financial accounts

INVESTMENTS Investment Ledger Bond amortization records Bond ledger, after disposition Brokers' confirmations and invoices, after disposition Broker's statement, after disposition Credit information used to evaluate public and investment securities Descriptive literature on currently owned securities Safekeeping receipts-bank investments Safekeeping records and receipts Securities buy and sell orders Securities transactions

Bank Cards Applications, approved after closed Charged off loan records Daily debits and credits Merchants agreement Sales tickets or drafts

LOANS

(a) If a by-product of posting the general ledger

(b) If used as original entry

Statements, cardholders

February, 1999 (Revised)

4

CHAPTER 0180-2

6 years

1 year

2 years

6 years

1 year 1 year 6 years 6 years 1 year

6 years 2 years 6 years 6 years 6 years 6 years 6 years 6 years 6 years 1 year 1 year 5 years

Permanent 6 years 6 years 6 years 6 years Until sold 6 years 6 years 6 years 6 years 3 years

6 years 6 years 1 year 6 years

2 years

6 years

6 years

RETENTION OF RECORDS

(Rule 0180-2-1, continued)

Statements, merchants Stop lists Teller sheets Trial balance Transaction journal

(a) If a by-product of posting the general ledger

(b) If used as original entry

Resolutions, after closed

Commercial Loans Annual reports and customer statements Collateral pledge agreements, after close of loan Collateral cards or register Collateral receipts, after close of loan Credit files, after close of loan Debit and credit tickets (coupons) Disclosure records Hypothecation agreements, after close Liability ledger

(a) If a by-product of posting the general ledger

(b) If used as original entry

Loan applications, after term of loan Loan disbursement vouchers-cash receipts Loan committee minutes Margin cards Note and discount register

(a) If a by-product of posting the general ledger

(b) If used as original entry

Overdraft loan agreement Pledge agreement and pledge consent Resolutions, after payment of loan Transaction journal

(a) If a by-product of posting the general ledger

(b) If used as original entry Trial balance

Installment/Consumer Loans Applications, approved, after closed Canceled notes Charged off notes Collateral records and receipts Consumer credit drafts Coupons-loan payments Credit files, after closed Credit information card

February, 1999 (Revised)

5

CHAPTER 0180-2

6 years 1 year 2 years 1 year

2 years

6 years

6 years

6 years 1 year 6 years 6 years 6 years 1 year 3 years 6 years

2 years

6 years

6 years 6 years 6 years 3 years

2 years

6 years

6 years 6 years 6 years

2 years

6 years 1 year

2 years 3 years 6 years 6 years 6 years 6 years 6 years 3 years

RETENTION OF RECORDS

(Rule 0180-2-1, continued)

Daily proof sheets Dealer ledger Ledger card, paid out Liability ledger Note or discount tickler Note register

(a) If a by-product of posting the general ledger

(b) If used as original entry

New loan journal Overdraft loan agreement, after closed Student loan records, after paid Teller sheets Transaction journal

(a) If a by-product of posting the general ledger

(b) If used as original entry

Rebate receipts Resolutions, after loan is paid Trial balance

Real Estate Loans Annual reports and customers' statements Court case records, after case is terminated Foreclosure records Ledger cards, paid out Liability ledger

(a) If a by-product of posting the general ledger

(b) If used as original entry

Loan credit files, after closed Mortgage payments Mortgage receipts Remittances, service mortgages Trial balance Teller sheets Insurance tickler, after close of loan Transaction journal

(a) If a by-product of posting the general ledger

(b) If used as original entry

CHAPTER 0180-2

1 year 2 years 6 years 6 years 2 years

2 years

6 years

6 years 6 years 3 years 2 years

2 years

6 years

6 years 6 years 1 year

6 years 6 years 6 years 6 years

2 years

6 years

6 years 1 year 1 year 6 years 1 year 2 years 1 year

2 years

6 years

OFFICIAL CHECKS, MONEY ORDERS, CERTIFIED CHECKS AND DRAFTS

Cashier's checks, paid Cashier's check register, after payment

6 years

February, 1999 (Revised)

6

RETENTION OF RECORDS

(Rule 0180-2-1, continued)

(a) If a by-product of posting the general ledger

(b) If used as original entry

Certified checks or receipts, paid Certified check register, after payment

(a) If a by-product of posting the general ledger

(b) If used as original entry

Drafts, canceled Draft register, after payment

(a) If a by-product of posting the general ledger

(b) If used as original entry

Expense checks, canceled Expense check register, after payment

(a) If a by-product of posting the general ledger

(b) If used as original entry

Expense vouchers or invoices Money orders, bank or personal, paid Money order register, after payment

(a) If a by-product of posting the general ledger

(b) If used as original entry

Official checks, paid Official checks register, after payment

(a) If a by-product of posting the general ledger

(b) If used as original entry

OPERATIONS Proof, Clearings and Transit Advices of corrections to deposits Clearing house settlement sheets Copies of advices of corrections Departmental or tellers' proof sheets Deposit proof sheets or tapes Inclearings envelopes, proof sheets or tapes Outclearing proof sheets or tapes Outgoing cash letters Proof sheets, transit Return item letters, checks not paid

Tellers Blotters, teller sheets and ATM tapes Cash book and/or blotter

February, 1999 (Revised)

7

CHAPTER 0180-2

2 years 6 years 6 years

2 years 6 years 6 years

2 years 6 years 6 years

2 years 6 years 6 years 6 years

2 years 6 years 6 years

2 years 6 years

2 years 1 year 1 year 1 year 1 year 1 year 1 year 1 year 1 year 1 year

2 years 2 years

RETENTION OF RECORDS

(Rule 0180-2-1, continued)

Cash item register Cash tickets Cash transaction report over $10,000 Cash transaction report under $10,000 Currency shipment books Daily record of night depository bags Exchange tickets Interbranch clearings Machine tapes Over and short reports Return item register

Recapitulation, with general ledger Stop payment notices

SAFE DEPOSIT Access tickets Contracts and/or signature cards, after closed Copies of rent receipts Correspondence Court orders and other records, after compliance Forced entry records Leases or contracts/closed accounts, after closed Ledger record of account Power of attorney Receipts for delivery of will, burial, plot deeds, insurance policies Records or reports of contents of opened boxes Record of sale to satisfy lien

TIME DEPOSITS Certificates of Deposit and Other Time Deposits

Certificates, after term Interest check register, after paid Ledger cards

(a) If a by-product of posting the general ledger

(b) If used as original entry

Signature cards, after closed Taxpayer ID number, after redemption 1099 form Transaction journal

(a) If a by-product of posting the general ledger

(b) If used as original entry

Trial balance Withdrawal request

(a) If a by-product of posting the general ledger

(b) If used as original entry

Savings Account

February, 1999 (Revised)

8

CHAPTER 0180-2

1 year 1 year 5 years 2 years 3 years 1 year 1 year 1 year 1 year 2 years 1 year

2 years 1 year

6 years 6 years 6 years 3 years 6 years 6 years 6 years 6 years 6 years 6 years 6 years 6 years

6 years 1 year

2 years

6 years

6 years 6 years 2 years

2 years

6 years

1 year

2 years

6 years

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download