Record Keeping Requirements for Investment Advisers

Record Keeping Requirements for Investment Advisers. A. Every investment adviser registered or required to be registered under the Act shall make and keep true, accurate, and current the following books, ledgers, and records: 1. A journal or journals, including cash receipts and disbursement records, and any other records of original entry forming the basis of entries in any ledger. 2. General and auxiliary ledgers (or other comparable records) reflecting asset, liability, reserve, capital, income, and expense accounts. 3. A memorandum of each order given by the investment adviser for the purchase or sale of any security, of any instruction received by the investment adviser from the client concerning the purchase, sale, receipt, or delivery of a particular security, and of any modification or cancellation of any such order or instruction. The memoranda shall show the terms and conditions of the order, instruction, modification, or cancellation; shall identify the person connected with the investment adviser who recommended the transaction to the client and the person who placed the order; and shall show the account for which entered, the date of entry, and the bank or broker-dealer by or through whom executed, where appropriate. Orders entered pursuant to the exercise of discretionary power shall be so designated. 4. All checkbook, bank statements, canceled checks, and cash reconciliations of the investment adviser. 5. All bills or statements (or copies of), paid or unpaid, relating to the investment adviser’s business as an investment adviser. 6. All trial balances, financial statements, and internal audit working papers relating to the investment adviser’s business. 7. Originals of all written communications received and copies of all written communications sent by the investment adviser relating to: a. Any recommendation made or proposed to be made and any advice given or proposed to be given; b. Any receipt, disbursement, or delivery of funds or securities; or c. The placing or execution of any order to purchase or sell any security, provided, however, i. That the investment adviser shall not be required to keep any unsolicited market letters and other similar communications of general public distribution not prepared by or for the investment adviser, and ii. That if the investment adviser sends any notice, circular, or other advertisement offering any report, analysis, publication, or other investment advisory service to more than ten (10) persons, the investment adviser shall not be required to keep a record of the names and addresses of the persons to whom it was sent, except that if the notice, circular or advertisement is distributed to persons named on any list, the investment adviser shall retain with the copy of the notice, circular, or advertisement a memorandum describing the list and its source. 8. A list or other record of all accounts which identifies the accounts in which the investment adviser is vested with any discretionary power with respect to the funds, securities, or transactions of any client. 9. A copy of all powers of attorney and other evidence of the granting of any discretionary authority by any client to the investment adviser. 10. A copy in writing of each agreement entered into by the investment adviser with any client and all other written agreements otherwise relating to the investment adviser's business as an investment adviser. 11. A file containing a copy of each notice, circular, advertisement, newspaper article, investment letter, bulletin, or other communication, including by electronic media, that the investment adviser circulates or distributes, directly or indirectly, to two (2) or more persons (other than persons connected with the investment adviser). If the notice, circular, advertisement, newspaper article, investment letter, bulletin, or other communication, including by electronic media, recommends the purchase or sale of a specific security and does not state the reasons for the recommendation, a memorandum of the investment adviser indicating the reasons for the recommendation shall also be included. 12. A record of every transaction in a security in which the investment adviser or any advisory representative (as hereinafter defined) of the investment adviser has, or by reason of any transaction acquires, any direct or indirect beneficial ownership. a. The record shall state the title and amount of the security involved; the date and nature of the transaction (i.e., purchase, sale or other acquisition or disposition); the price at which it was effected; and the name of the broker-dealer or bank with or through whom the transaction was effected. The record may also contain a statement declaring that the reporting or recording of any transaction shall not be construed as an admission that the investment adviser or advisory representative has any direct or indirect beneficial ownership in the security. A transaction shall be recorded not later than ten (10) days after the end of the calendar quarter in which the transaction was effected. b. The investment adviser or advisory representative shall not be required to keep records of: i. Transactions effected in any account over which neither the investment adviser nor any advisory representative of the investment adviser has any direct or indirect influence or control; and ii. Transactions in securities which are direct obligations of the United States. c. For purposes of Subsection (A)(12) of this Rule, the following definitions will apply: i. The term Advisory Representative shall mean any partner, officer, or director of the investment adviser; any employee who participates in any way in the determination of which recommendations shall be made; any employee who, in connection with his duties, obtains any information concerning which securities are being recommended prior to the effective dissemination of the recommendations; and any of the following persons who obtain information concerning securities recommendations being made by the investment adviser prior to the effective dissemination of the recommendations: (A) Any person in a control relationship to the investment adviser, (B) Any affiliated person of a controlling person, and (C) Any affiliated person of an affiliated person. ii. Control shall mean the power to exercise a controlling influence over the management or policies of a company, unless such power is solely the result of an official position with such company. Any person who owns beneficially, either directly or through one or more controlled companies, more than twenty-five percent (25%) of the voting securities of a company shall be presumed to control such company. d. An investment adviser shall not be deemed to have violated the provisions of Subsection (A)(12) of this Rule because of the failure to record securities transactions of any advisory representative if the investment adviser establishes that it instituted adequate procedures and used reasonable diligence to promptly obtain reports of all transactions required to be recorded. 13. Notwithstanding the provisions of Subsection (A)(12) above, where the investment adviser is primarily engaged in a business or businesses other than advising investment advisory clients, a record of every transaction in a security in which the investment adviser or any advisory representative (as hereinafter defined) of the investment adviser has, or by reason of any transaction acquires, any direct or indirect beneficial ownership. a. The record shall state the title and amount of the security involved; the date and nature of the transaction (i.e., purchase, sale, or other acquisition or disposition); the price at which it was effected; and the name of the broker-dealer or bank with or through whom the transaction was effected. The record may also contain a statement declaring that the reporting or recording of any transaction shall not be construed as an admission that the investment adviser or advisory representative has any direct or indirect beneficial ownership in the security. A transaction shall be recorded not later than ten (10) days after the end of the calendar quarter in which the transaction was effected. b. The investment adviser or any advisory representative shall not be required to keep records of: i. Transactions effected in any account over which neither the investment adviser nor any advisory representative of the investment adviser has any direct or indirect influence or control; and ii. Transactions in securities which are direct obligations of the United States. c. An investment adviser is “primarily engaged in a business or businesses other than advising investment advisory clients” when, for each of its most recent three (3) fiscal years or for the period of time since organization, whichever is lesser, the investment adviser derived, on an unconsolidated basis, more than fifty percent (50%) of: i. Its total sales and revenue, and ii. Its income (or loss) before income taxes and extraordinary items from such other business or businesses. d. For the purposes of Subsection (A)(13) of this Rule, the following definitions will apply: i. The term Advisory Representative, when used in connection with a company primarily engaged in a business or businesses other than advising investment advisory clients, shall mean any partner, officer, director, or employee of the investment adviser who participates in any way in the determination of which recommendation shall be made, or whose functions or duties relate to the determination of which securities are being recommended prior to the effective dissemination of the recommendations. The term shall also apply to any of the follow persons who obtain information concerning securities recommendations being made by the investment adviser prior to the effective dissemination of such recommendations or of the information concerning the recommendations: (A) Any person in a control relationship to the investment adviser; (B) Any affiliated person of a controlling person; and (C) Any affiliated person of an affiliated person. ii. Control shall mean the power to exercise a controlling influence over the management policies of a company unless such power is solely the result of an official position with such company. Any person who owns beneficially, either directly or through one or more controlled companies, more than twenty-five percent (25%) of the voting securities of a company shall be presumed to control such company. e. An investment adviser shall not be deemed to have violated the provisions of Subsection (A)(13) of this Rule because of the failure to record securities transactions of any advisory representative if the investment adviser establishes that it instituted adequate procedures and used reasonable diligence to promptly obtain reports of all transactions required to be recorded. 14. A copy of each written statement, amendment, or revision given or sent to any client or prospective client of the investment adviser in accordance with the provisions of Rules 6.23 and 6.29 and a record of the dates that each written statement, amendment, or revision was given, or offered to be given, to any client or prospective client who subsequently becomes a client. 15. For each client that was obtained by the adviser by means of a solicitor to whom a cash fee was paid by the adviser: a. Evidence of a written agreement to which the adviser is a party related to the payment of such fee; b. A signed and dated acknowledgment of receipt from the client evidencing the client's receipt of the investment adviser's disclosure statement and a written disclosure statement of the solicitor; and c. A copy of the solicitor's written disclosure statement. The written agreement, acknowledgment, and solicitor disclosure statement will be considered in compliance if such documents are in compliance with Rule 6.31. For the purposes of this Rule, the term Solicitor is defined in Rule 6.31(A). 16. All accounts, books, internal working papers, and any other records or documents that are necessary to form the basis for or demonstrate the calculation of the performance or rate of return of all managed accounts or securities recommendations in any notice, circular, advertisement, newspaper article, investment letter, bulletin, or other communication, including but not limited to electronic media that the investment adviser circulates or distributes, directly or indirectly, to two (2) or more persons (other than persons connected with the investment adviser); provided, however, that, with respect to the performance of managed accounts, the retention of all account statements, if they reflect all debits, credits, and other transactions in a client's account for the period of the statement, and all worksheets necessary to demonstrate the calculation of the performance or rate of return of all managed accounts shall be deemed to satisfy the requirements of this Subsection. 17. A file containing a copy of all written communications received or sent (1) regarding any litigation involving the investment adviser or any investment adviser representative or employee and (2) regarding any written customer or client complaint. 18. Written information about each investment advisory client that is the basis for making any recommendation or providing any investment advice to such client. 19. Written procedures that supervise the activities of employees and investment adviser representatives and that are reasonably designed to achieve compliance with applicable securities laws and regulations. 20. A file containing a copy of each document (other than any notices of general dissemination) that was filed with or received from any state or federal agency or self-regulatory organization and that pertains to the registrant or its investment adviser representatives. The file should contain, but is not limited to, all applications, amendments, renewal filings, and correspondence. 21. Copies, with original signatures of the investment adviser’s appropriate signatory and the investment adviser representative, of each initial Form U4; Each amendment to Disclosure Reporting Pages (DRPs U4) must be retained by the investment adviser (filing on behalf of the investment adviser representative) and must be made available for inspection upon regulatory request. 22. When the adviser has inadvertently held or obtained a client’s securities or funds and returned them to the client within three (3) business days of receiving them or has forwarded checks drawn by clients and made payable to third parties within three (3) business days of receipt, the adviser will be considered as not having custody but shall keep the following records: a. For receipt of client securities or funds, a ledger or other listing of all securities or funds received and returned, including the following information: i. Issuer; ii. Type of security and series; iii. Date of issue; iv. For debt instruments, the denomination, interest rate, and maturity date; v. Certificate number, including alphabetical prefix or suffix; vi. Name in which registered; vii. Date received by the adviser; viii. Date returned to client or sender; ix. Form of delivery to client or sender, or copy of the form of delivery to client or sender; and x. Mail confirmation number, if applicable, or confirmation by client or sender of the fund’s or security’s return. b. For checks made payable to a third party, a ledger or other listing of all checks received and forwarded, including the following information: i. Payor; ii. Type of check (personal, corporate, etc.); iii. Date of check; iv. Amount of check; v. Check number; vi. Payee; vii. Date received by the adviser; viii. Date forwarded to the third party; ix. Form of delivery to third party, or copy of the form delivery to third party; and x. Mail confirmation number, if applicable, or confirmation by the third party of the check’s receipt. xi. A copy of the check will suffice for items (b)(i)-(vi) above. 23. If an investment adviser obtains possession of securities that are acquired from the issuer in a transaction or chain of transactions not involving any public offering that comply with the exception from custody under Rule 6.35(B)(2), the adviser shall keep the following records: a. A record showing the issuer or current transfer agent’s name, address, phone number, and other applicable contract information pertaining to the party responsible for recording client interests in the securities; and b. A copy of any legend, shareholder agreement, or other agreement showing that those securities that are transferable only with prior consent of the issuer or holders of the outstanding securities of the issuer. B. Additional recordkeeping requirements for advisers with custody. 1. If an investment adviser has custody, the records required to be made and kept under Subsection (A) of this Rule shall also include: a. A copy of any and all documents executed by the client (including limited power of attorney) under which the adviser is authorized or permitted to withdraw a client’s funds or securities maintained with a custodian upon the adviser’s instruction to the custodian. b. A journal or other record showing all purchases, sales, receipts, and deliveries of securities (including certificate numbers) for all accounts and all other debits and credits to the accounts. c. A separate ledger account for each client showing all purchases, sales, receipts, and deliveries of securities, as well as the date and price of each purchase and sale and all debits and credits. d. Copies of confirmations of all transactions effected by or for the account of any client. e. A record for each security in which any client has a position; such record shall show the name of each client having any interest in each security, the amount or interest of each client, and the location of each security. f. A copy of each of the client’s quarterly account statements, as generated and delivered by the qualified custodian. If the adviser also generates a statement that is delivered to the client, the adviser shall also maintain copies of such statements along with the date such statements were sent to the clients. g. If applicable to the adviser’s situation, a copy of the auditor’s report, as well as financial statements and a letter verifying the completion of the examination by an independent certified public accountant and describing the nature and extent of the examination. h. A record of any finding by the independent certified public accountant of any material discrepancies found during the examination. i. If applicable, evidence of the client’s designation of an independent representative. 2. If an investment adviser has custody because it advises a pooled investment vehicle, as used in Rule 6.35(C)(1)(d), the adviser shall also keep the following records: a. True, accurate, and current account statements. b. Where the adviser complies with Rule 6.35(B)(3), the records required to be made and kept shall include: i. The date(s) of the audit; ii. A copy of the audited financial statements; and iii. Evidence of the mailing of the audited financials to all limited partners, members, or other beneficial owners within one hundred twenty (120) days of the end of its fiscal year. c. Where the adviser complies with Rule 6.35(A)(7), the records required to be made and kept shall include: i. A copy of the written agreement with the independent party reviewing all fees and expenses, indicating the responsibilities of the independent third party; and ii. Copies of all invoices and receipts showing approval by the independent party for payment through the qualified custodian. C. Every investment adviser subject to Subsection (A) of this Rule who renders any investment supervisory or management service to any client shall, with respect to the portfolio being supervised or managed and to the extent that the information is reasonably available to or obtainable by the investment adviser, make and keep true, accurate, and current: 1. Records showing for each separate client the securities purchased and sold as well as the date, amount, and price of each purchase and sale. 2. For each security in which any client has a current position, information from which the investment adviser can promptly furnish the name of each the client and the current amount or interest of the client. D. Any books or records required by this Rule may be maintained by the investment adviser in such manner that the identity of any client to whom the investment adviser renders investment supervisory services is indicated by numerical or alphabetical code or some similar designation. E. Every investment adviser subject to Section (A) of this Rule shall preserve the following records in the manner prescribed: 1. All books and records required to be made under the provisions of Subsections (A) through (C) of this Rule (except for books and records required to be made under the provisions of Subsections (A)(11) and (A)(16)), shall be maintained and preserved in an easily accessible place for a period of not fewer than five (5) years from the end of the fiscal year during which the last entry was made on record. The first two (2) years they shall be kept in the principal office of the investment adviser. 2. Partnership articles and any amendments, articles of incorporation, charters, minute books, and stock certificate books of the investment adviser and of any predecessor, shall be maintained in the principal office of the investment adviser and preserved until at least three (3) years after termination of the enterprise. 3. Books and records required to be made under the provisions of Subsections (A)(11) and (A)(16) of this Rule shall be maintained and preserved in an easily accessible place for a period of not fewer than five (5) years, the first two (2) years in an the principal office of the investment adviser, from the end of the fiscal year during which the investment adviser last published or otherwise disseminated, directly or indirectly, the notice, circular, advertisement, newspaper article, investment letter, bulletin, or other communication, including by electronic media. 4. Books and records required to be made under the provisions of Subsections (A)(17) through (20) of this Rule shall be maintained and preserved in an easily accessible place for a period of not fewer than five (5) years from the end of the fiscal year during which the last entry was made on such record or for the time period during which the investment adviser was registered or required to be registered in the state, if less. The first two (2) years they shall be kept in the principal office of the investment adviser. 5. Notwithstanding other record preservation requirements of this Rule, the following records or copies shall be maintained at the business location of the investment adviser from which the customer or client is being provided or has been provided with investment advisory services: a. Records required to be preserved under Subsections (A)(3), (7)-(10), (14)- (15), (17)-(19); (B); and (C) of this Rule, inclusive; and b. The records or copies required under the provision of Subsections (A)(11) and (A)(16) when such records or related records identify the name of the investment adviser representative providing investment advice from that business location, or identify the business location’s physical address, mailing address, electronic mailing address, or telephone number. The records will be maintained for the period described in this Subsection (E). F. An investment adviser subject to Subsection (A), before ceasing to conduct or discontinuing business as an investment adviser, shall arrange for and be responsible for the preservation of the books and records required to be maintained and preserved under this Rule for the remainder of the period specified in this Rule, and it shall notify the Division in writing of the exact address where the books and records will be maintained during the period. G. Production of records 1. Pursuant to this Rule, the records required to be maintained and preserved may be immediately produced or reproduced, and maintained and preserved for the required time, by an investment adviser on: a. Paper or hard copy form, as those records are kept in their original form; or b. Micrographic media, including microfilm, microfiche, or any similar medium; or c. Electronic storage media, including any digital storage medium or system that meets the terms of this Rule. 2. The investment adviser must: a. Arrange and index the records in a way that permits easy location, access, and retrieval of any particular record; b. Provide promptly any of the following that the Division (by its examiners or other representatives) may request: i. A legible, true, and complete copy of the record in the medium and format in which it is stored; ii. A legible, true, and complete printout of the record; and iii. Means to access, view, and print the records; and c. Separately store, for the time required for preservation of the original record, a duplicate copy of the record on any medium allowed by this Rule. 3. In the case of records created or maintained on electronic storage media, the investment adviser must establish and maintain procedures: a. To maintain and preserve the records so as to reasonably safeguard them from loss, alteration, or destruction; b. To limit access to the records to properly authorized personnel and the Division (including its examiners and other representatives); and c. To reasonably ensure that any reproduction of a non-electronic original record on electronic storage media is complete, true, and legible when retrieved. H. For the purposes of this Rule, Investment Supervisory Services means the giving of continuous advice as to the investment of funds on the basis of the individual needs of each client; and Discretionary Power shall not include discretion as to the price at which or the time when a transaction is or is to be effected, if, before the order is given by the investment adviser, the client has directed or approved the purchase or sale of a definite amount of the particular security. I. Any book or other record made, kept, maintained and preserved in compliance with SEC Rules 17a-3 (17 C.F.R. § 240.17a-3) and 17a-4 (17 C.F.R. § 240.17a-4) under the Securities Exchange Act of 1934, which is substantially the same as the book or other record required to be made, kept, maintained and preserved under this Rule, shall be deemed to be made, kept, maintained and preserved in compliance with this Rule. J. Every investment adviser registered or required to be registered in this state and that has its principal place of business in a state other than this state shall be exempt from the requirements of this Rule, provided the investment adviser is licensed or registered in such state and is in compliance with such state's recordkeeping requirements. K. Every investment adviser that exercises voting authority with respect to client securities shall make, maintain, and preserve records in compliance with SEC Rule 204-2(c)(2) (17 C.F.R. § 275.204-2(c)(2)) relating to proxy voting.