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Title 3 . Commerce, Community, and Economic Development
Chapter 6 . Land Sales
Section 10. Retention and destruction of records

3 AAC 06.010. Retention and destruction of records

The following is the retention schedule for Alaskan savings banks:

SCHEDULE FOR RETENTION OR

DESTRUCTION OF RECORDS

Key to Abbreviations

P.S. or Opt. - Purpose served or Optional D - Destroy Months - Figure with "mos." Years - Figures Permanently - P

I. ADMINISTRATIVE

MINUTE BOOKS Minute books of directors', executive committees', stock- holders', and other meetings ......................................P AUDITING AND ACCOUNTING Accrual records .......................................................1 Audit copy of debits and credits to loans and discounts ...............1 Audit work papers .....................................................3 Bank call reports ....................................................25 Bank examiner's reports ...............................................P Budget work sheets .................................................Opt. Daily reserve computations ............................................2 Difference records ....................................................6 Earnings and dividends report .........................................P Monthly reports to directors ..........................................P Reports to executive committees .......................................P Securities vault, in and out tickets ..................................3 Tax records ..........................................................25 GENERAL LEDGER Daily statement of condition ..........................................P General journal .......................................................1 General ledger .......................................................25 General ledger tickets ...............................................10 INSURANCE RECORDS Bankers' blanket bonds ................................................3 Expired policies ......................................................3 Records of policies in force ..........................................3 Schedule of fire and other policies, and record of payment of premiums and sums recovered .......................................3 INVESTMENTS - BANK'S PORTFOLIO Bond ledger ...........................................................P Brokers' confirmations ................................................3 Brokers' statements ...................................................3 Descriptive literature on securities disposed of ...................Opt. Buy and sell orders ...................................................3 LOANS AND DISCOUNTS Audit copy of debits and credits to loans and discounts ...............1 Collateral cards .....................................................10 Collateral receipts ..................................................10 Collateral register ..................................................10 Collateral substitution slips (receipts) .............................10 Credit files (closed) ..............................................Opt. Daily reports ......................................................Opt. Debit and credit tickets .............................................10 Journal ..............................................................10 Liability ledger .....................................................10 Loan applications ..................................................Opt. Loan committee minutes ................................................P Margin cards .......................................................Opt. Note or discount register ............................................10 Note or discount tickler ..............................................2 Resolutions (after loan is paid) ......................................6 Payment receipts ......................................................6 PERSONNEL Attendance record (after leaving service) inc. "hours worked" ...........................................................5 Salary ledger .........................................................5 Salary receipts .......................................................5 Records of employees: Applications, reference records, reports & results of examinations, service record, efficiency tests, etc., after leaving service ..............P

II. CASH

DUE FROM BANKS Advices from correspondents ...........................................1 Affidavits/bonds of indemnity for duplicate drafts issued ............10 Bank statements .......................................................2 Drafts ...............................................................10 Draft register .......................................................10 Reconcilements: Domestic ..........................................................2 Foreign ...........................................................5 Departmental or tellers proof sheets ..................................2 PROOF OF CLEARINGS Clearinghouse settlement sheets ..................................3 mos. Deposit proof sheets or tapes .........................................1 In-clearing proof sheets ..............................................1 In-clearing tapes .....................................................1 Out-clearing proof sheets .............................................1 Clearinghouse settlement checks ......................................10 TELLERS Cash item record ......................................................2 Cash item register ....................................................2 Receipts for return items .............................................1 Return item carbons ...................................................1 Teller's cash books ................................................Opt. Teller's cash tickets, orig. and carbon ...............................1 Teller's recapitulation (with general ledger tickets) ................10 Teller's scratch sheet or blotter .....................................3 TRANSIT Outgoing cash letters .................................................1 Proof sheets ..........................................................1 SAVINGS ACCOUNTS Deposits ..............................................................7 Journals ..............................................................1 Ledger cards or sheets ................................................7 Control journal tapes ..............................................Opt. Window bookkeeping machine control tapes ...........................Opt. Reports of accounts opened and closed ..............................Opt. Resolution (after closed) .............................................7 Signature cards (after closed) ........................................7 Signatures power of attorney ..........................................7 Trial balances ...................................................3 mos. Affidavits lost P/B ...................................................7 Withdrawal ............................................................7 Work sheets interest on time accounts ..............................Opt.

III. DEPOSITS

CERTIFICATES OF DEPOSIT Certificates (paid) ...................................................7 Ledger cards (paid) ...................................................7 Register (paid) .......................................................7 OFFICIAL CHECKS AND DRAFTS Cashier's checks .....................................................10 Cashier's check register .............................................10 Certified checks .....................................................10 Certified check register .............................................10 Drafts ...............................................................10 Draft stubs ........................................................Opt. Draft register .......................................................10 Expense checks .......................................................10 Expense check register ...............................................10 Expense vouchers .....................................................10 Letters of credit & documents ........................................10 Receipts for certified checks ........................................10 Requisitions .......................................................Opt. SAVINGS DEPOSITS Deposit tickets .......................................................7 Duplicate deposit tickets ..........................................Opt. Journal ...............................................................1 Ledger cards or sheets ................................................7 Control journal tapes .................................................1 Passbooks (closed accounts) ...........................................D Reports of accounts opened and closed ..............................Opt. Resolutions (after account closed) ....................................7 Signature powers of attorney ..........................................7 Trial balances ........................................................1 Withdrawal receipts ...................................................7 CHRISTMAS CLUB Checks ................................................................7 Check register ........................................................7 Coupons (deposit ticket) ..............................................7 Journal ..........................................................3 mos. Ledger cards or sheets ................................................7 (a) if paid by cash and receipt taken on card or sheet ............7 (b) if paid by official check .....................................7 Signature cards (after closed) ........................................7 Trial balances ........................................................1 Withdrawal receipts ...................................................7

IV. MISCELLANEOUS COLLECTIONS

Collection receipts, carbons of .......................................3 Collection register ...................................................3 Coupon cash letters, outgoing .........................................3 Coupon envelopes ...................................................Opt. Customers' file copies ................................................1 Incoming collection letters ...........................................3 Installment contract or note records (after closing) .................10 GENERAL Affidavits ...........................................................10 Applications for travelers' checks ....................................1 Attachments, garnishments .............................................7 Attachment releases ...................................................7 Change of address orders ..............................................1 Code books (not returned) .............................................D Court order (after case closed) ......................................10 Court order memorandum record ........................................10 Death notices ......................................................Opt. General correspondence ................................................3 Incoming mail envelopes ............................................Opt. Night depository records ..............................................1 Paid bills, statements and invoices ...................................1 Receipts (ordinary) ...................................................7 Stenographer's note books and mechanical device records, and extra copies of letters ....................................Opt. Telegrams, cable and radiogram copies .................................3 Telegraphic transfer receipts and records .............................3 Vault records, opening and closing ...............................6 mos. REGISTERED MAIL Insurance declarations .............................................Opt. Marine insurance books .............................................Opt. Registered mail (incoming) record .....................................2 Registered mail (outgoing) record .....................................2 Return receipt cards ..................................................1

V. U.S. SAVINGS BOND

U.S. Savings Bond stubs, Series E .......... As required in federal regulations. U.S. Savings Bond Series E. applications ... As required in federal regulations. (Memo: Applications must show bond numbers. File alphabetically by years).

VI. DATA PROCESSING RECORDS

TAPE & DISK FILES

Computer program tapes/disks - When a change is made, retain old tape or disk one month to verify program.

Master file tape/disk - One day if back up is kept, until a Grandfather* if not.

Sorted daily transaction tape/disk - One day if a print-out is made, until a Grandfather if not.

Report tape/disks - Until updated report has been verified for accuracy.

Miscellaneous data tapes/disks

New accounts - If print-outs are made daily, one day; until master is proven, if not.

Change of address - If print-outs are made daily, one day; until master is proven, if not.

Stop payment - If print-outs are made daily, one day; until master is proven, if not.

Other master files

Account history tapes - Until it is a Grandfather tape.

Statistical tapes - Until it is a Grandfather tape.

Original entry punch cards or cards punched by the computer - Two reporting periods of information or two statement cycles.

History: Eff. 12/13/70, Register 36

Authority: AS 06.15.010 (b)

Editor's note: *Grandfather is a three-day-old tape/disk.

Grandfather - Monday

Father - Tuesday

Son - Wednesday


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Last modified 7/05/2006