Alaska Administrative Code › Title 3 - Commerce, Community, and Economic Development › Part 1 - Banking, Securities, Small Loans and Corporations › Chapter 06 - Mutual Savings Banks › Article 1 - Powers of the Department › 3 AAC 06.010 - Retention and destruction of records

Current through May 31, 2024
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
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 . . . . . 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 card . . . . . 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 Clearing house settlement sheets . . . . . 3 mos. Deposit
					 proof sheets or tapes . . . . . 1 In-clearing proof sheets . . . . . 1
					 In-clearing tapes . . . . . 1 Out-clearing proof sheets . . . . . 1 Clearing
					 house 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 book keeping 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.
*Grandfather is a three-day-old tape/disk.
Grandfather - Monday
Father - Tuesday
Son - Wednesday
Authority:
AS
						06.15.010(b)