Preservation of Books and Records

PURPOSE: Senate Bill 773, passed by the 84th General Assembly, enacted a new section 362.410, RSMo which requires the commissioner of finance to prescribe by rule minimum times for preservation of books and records. This rule states those times. (1) The following Appendix A, included herein, lists the minimum times for preservation of books and records by state-chartered banks and trust companies. Where other law requires a longer retention, the greater period should be observed. Preservation on icroilm, microfiche or by means of electronic storage is acceptable. APPENDIX A 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, oaths of director’s nonresident directors’ consent to service, executive committees, stockholders’ and other meetings P Auditing and Accounting Accrual records 5 AND INSURANCE Audit work papers 2 Auditing copy of debits and credits to loans and discounts 3 Bank examiner’s reports P Budget work sheets 1 Daily reserve computation 1 Difference records 2 Monthly reports to directors 5 Reconcilements of bank deposits (due to) 3 Reports of condition and income P Reconcilements register (due from) 5 Reports to executive committees 7 Securities vault, in and out tickets 3 Tax records 8 Record of Employees Applications, reference records, reports and results of examinations, service record, efficiency tests, after leaving service 6 II. CASH Due From Banks Advices from correspondents 2 Affidavits/bonds of indemnity for duplicate drafts issued P Bank statements 2 Departmental or tellers’ proof sheets 2 Drafts 7 Draft register 7 Reconcilements 2 Proof of Clearings Clearinghouse settlement checks 7 Clearinghouse settlement sheets 2 Deposit proof/sheets or tapes 2 In-clearing proof/sheets 2 In-clearing tapes 2 Out-clearing proof/sheets 2 On U.S. checks 7 Tellers Cash item record 5 Cash item register 5 Receipts for return items 2 Return item carbons 2 Tellers’ cash books 2 Tellers’ cash tickets, original and carbon 2 Tellers’ recapitulation (with general ledger tickets) 7 Tellers’ scratcher or blotter 2 Transit Outgoing cash letters 2 Photographic or electronic storage media 5 Proof/sheets 2 III. DEPOSITS Account Analysis Analysis work sheets or cards 2 Average balance cards 2 Interest computation records 3 Service charge records 10 Trial balances 2 Bank (due to) Deposits Advice of debit and credit and memo entries 2 Cash letters 2 Cash letters for remittance 2 Copies of advices of deposit 3 mos. Capital Capital stock certificates, records or stubs P Capital stock ledger P Capital stock transfer register P Dividend checks 7 Dividend register 7 Profit and loss records 7 Proxies 7 Register of and cancelled certificates 7 General Ledger Daily statement of condition 7 General journal 2 General ledger 10 General ledger tickets 7 Insurance Records Bankers blanket bond (after expiration) 10 Expired policies (except liability) 10 Expired policies (liability) P Records of policies in force P Schedule of fire and other policies and record of payment of premiums and sums recovered 6 Investments—Bank’s Portfolio Bond ledger P Brokers’ confirmations 7 Ledger journal 2 Reconcilements 2 Reports of accounts, opened and closed 2 Resolutions (after account closed) 7 Signature cards (after account closed) 7 Trial balances 2 Certificates of Deposit Certificates (paid) 7 Ledger cards (paid) 7 Register (paid) 7 Commercial and Individual Deposits Bookkeepers’ daily list of checks charged in total 7 Checkbook orders Opt. Copies of advices of deposit 2 Daily report of overdrafts 3 Deposit tickets 7 Duplicate deposit tickets Opt. Individual ledger journal 2 Individual ledgers 7 Reports of accounts opened and closed 2 Resolutions (after account closed) 7 Signature cards (after account closed) 7 Signature power of attorney (after account closed) 7 Statement mailing order (after account closed) Opt. Statement receipt cards (after account closed) Opt. Statement stubs 2 Stop payment orders (after release) 2 Trial balances 2 Unclaimed deposits P Undelivered statements and cancelled checks 7 Official Checks and Drafts Cashiers’ check register 7 Cashiers’ checks 7 Certified checks 7 Certified check register 7 Draft stubs Opt. Draft register 7 Drafts 7 Expense check register 7 Expense checks 7 Expense vouchers 5 Letters of credit and documents 5 Receipts for certified checks 7 Requisitions Opt. Unclaimed checks and drafts P Savings Deposits Deposit tickets 7 Duplicate deposit tickets Opt. Journal 7 Ledger cards or sheets 7 NCR control journal tapes 7 Passbooks (closed accounts) Opt. Reports of accounts opened and closed 2 Resolutions (after account closed) 7 Signature cards (after account closed) 7 Signature powers of attorney 7 Trial balances 2 Trial balances showing semiannual interest 3 Unclaimed deposits P Withdrawal receipts 7 IV. MISCELLANEOUS Collections Collection receipts, carbons of Opt. Collection register 3 Coupon cash letters, outgoing 3 Coupon envelopes Opt. Customers’ file copies 3 Incoming collection letters 3 Installment contract or note records (after closing) 7 Customer Service Brokers’ confirmations 2 Brokers’ invoices 2 Brokers’ statements 2 Escrow records (after closing) 7 Safekeeping records and receipts P Securities buy and sell orders 6 General Affidavits P Applications for travelers’ checks Opt. Attachment releases 7 Attachments, garnishments 7 Brokers’ invoices 7 Brokers’ statements 7 Buy and sell orders 7 Change of address orders 2 Code books (not returned) D Court order (after case closed) 7 Court order memorandum record 7 Death claim files 3 Descriptive literature on securities disposed of 2 Foreign exchange remittance sheets or books (after issue) 7 General correspondence 5 Incoming mail envelopes Opt. Night depository records 7 Paid bills, statements and invoices 7 Protest notices Opt. Receipts for checkbooks Opt. Receipts (ordinary) 7 Stenographers’ notebooks and mechanical device records and extra copies of letters Opt. Telegrams, cable and radiogram copies 7 Telegraphic transfer receipts and records 7 Trust records of final entry 22 Unclaimed property P Vault records, opening and closing 6 mos. Loans and Discounts Audit copy of debits and credits to loans and discounts 3 Collateral register and receipts 7 Collateral substitution slips (receipts) 7 Credit files (closed) 2 Daily reports 2 Debit and credit tickets 7 Journal 7 Liability ledger 7 Loan applications 3 Loan committee minutes 7 Margin cards 2 Note or discount register 7 Note or discount tickler 3 Payment receipts 3 Resolutions (after loan is paid) 7 Personnel Attendance record (after leaving service) including hours worked 3 Salary ledger 3 Salary receipts 3 Registered Mail Insurance declarations Opt. Registered mail (incoming) record 7 Registered mail (outgoing) record 7 AND INSURANCE Return receipt cards 7 Safe Deposit Vault Access tickets (after entry date) 7 Ledger record of account Opt. Leases or contracts (closed) 7 Rent receipts Opt. Storage receipts 7 V. U.S. SAVING BONDS U.S. Savings Bonds stubs, Series EE 2 U.S. Savings Bonds Series EE applications 7 (Note: Applications must show bond numbers. File alphabetically by years.) AUTHORITY: sections 361.105 and 362.410, RSMo 2000.* This rule originally filed as 4 CSR 140-2.140. Original rule filed Aug. 3, 1988, effective Nov. 11, 1988. Amended: Filed Jan. 16, 2003, effective Aug. 30, 2003. Moved to 20 CSR 1140-2.140, effective Aug. 28, 2006. *Original authority: 361.105, RSMo 1967, amended 1993, 1994, 1995 and 362.410, RSMo 1939, amended 1967, 1988.