45 NAC 5-006. ALL OTHER FIDUCIARY RECORDS

006 ALL OTHER FIDUCIARY RECORDS. 006.01 Institutions must retain the following original records for six years after fulfillment of duties specified in the governing documents of individual accounts. After six years, the original document may be maintained electronically, provided the record, however maintained, is clearly readable or legible. 006.01A Advice of payments of bequests, gifts, discretionary distributions, income distributions, scheduled payments, or extraordinary payments requested by interested parties. 006.01B Common Investment Fund (CIF) or Common Trust Fund (CTF) records including annual reports, annual fund audits, governing plan documents, and all terminations reports. Retention shall continue six years beyond the date of termination of the CIF or CTF and full payment of all investor share accounts. 006.01C Correspondence relative to the administration of accounts. 006.01D Court orders issued regarding legal appointment, judgments, or other litigation settlement and/or trustee requests for direction. 006.01E Cremation/destruction certificates regarding matured, redeemed, or cancelled corporate bond issue certificates. 006.01F Dividend checks paid on corporate bond issue accounts. 006.01G Escrow account records (including payment schedules). 006.01H Final accounting report for any fiduciary account. 006.01I Legal opinions or other letters of legal counsel pertaining to the administration of trust accounts. 006.01J Real estate records. 006.01K Safekeeping records relating to assets held during course of account administration. 006.01L Trust indentures and other authorizing documents creating fiduciary relationships and/or limiting authority of the named fiduciary. 006.01M Wills of decedents who appointed the bank or trust company as personal representative and/or trustee of subsequent trust accounts created by the will. 006.01N Worthless assets, including documentation regarding determination of worthless status and distribution of such assets in kind, if applicable. 006.02 Institutions must retain the following records within individual account files until six years after accounts have been closed or terminated: 006.02A Accounting records of individual fiduciary accounts. 006.02B Administrative expenses charged to and paid from individual account funds. 006.02C Annual (or other periodic) reports provided grantors/beneficiaries during administration of the account. 006.02D Approvals of administrative action by co-fiduciaries and third parties authorized to provide advice. 006.02E Authorization of transactions by co-fiduciaries and investment advisors. 006.02F Bondholder records regarding corporate bond issues over which the institution exercises trustee or agency authority. 006.02G Bond transfer records for corporate bond issue accounts. 006.02H Broker/dealer statements relating to liquidation of assets for final distribution and/or re-registration of securities for distributions in kind. 006.02I Cash journals or ledgers reflecting receipt and disposition of principal and income cash. 006.02J Corporate bond issue accounting records. 006.02K Corporate bond issue asset ledgers where fiduciary capacity included trustee or escrow agent investment duties. 006.02L Coupon and/or Dividend collection records pertaining to assets held by accounts. 006.02M Employee benefit plan account records (both as agent and trustee). 006.02N Indemnification agreements and surety bonds in regard to lost, stolen, or misplaced certificates of corporate bond issues for which the institution acted as trustee or agent. 006.02O Keogh & IRA account records (custodial accounts). 006.02P Mortgage and loan collection records for individual accounts (when an asset of the account). 006.02Q Mortgage and loan payment records for individual accounts (when a liability of the account). 006.02R Original records and documents pertaining to trust entries at the inception of accounts. 006.02S Receipts for the exchange or substitution of trust assets. 006.02T Rent and lease payment receipts for accounts holding income producing real or personal property. 006.02U Signature files of authorized signatories for direction of accounts. 006.02V Stock transfer ledgers where institution is fiduciary for an equity stock issue. 006.02W Stockholder records specifying current stock ownership where institution is fiduciary for an equity stock issue.