Kansas Administrative Regulations › Agency 17 - OFFICE OF THE STATE BANK COMMISSIONER › Article 15 - RECORDS › Section 17-15-1 - Records; retention period

Current through Register Vol. 43, No. 28, July 11, 2024
Each bank or trust company shall retain the following records
				for the periods indicated:
TYPE OF RECORD RETENTION RECORD
ADMINISTRATIVE
Attachments and/or garnishments 2 years after close
NOTE: Legal documents and copies of returns and correspondence
				should be filed after case closed with general correspondence.
Bank examiner's reports 5 years
NOTE: These are the property of the supervisory authorities,
				whose approval should be obtained prior to destruction.
Charged-off asset records Permanent
Court case records (foreclosed real estate, etc.)
2 years after close
Insurance records
(a) Schedules of fire and other insurance, also records of
				premium payments and of amounts recovered. 3 years
(b) Casualty liability policies expired--P.L. & P.D., O.L.
				& T., etc. 2 years
(c) Windstorm, fire, theft, etc., policies expired 2 years
(d) Bankers Blanket Bonds 6 years
Minute books of meetings (stockholders, directors, committees,
				etc.) Permanent
ACCOUNTING AND AUDITING
Accrual and bond amortization records . . 1 year
Audit reports 3 years
Audit work papers 3 years
Bank Call Reports 5 years
Budget work sheets Optional
Consolidated financial statements 5 years
Daily reserve computation 1 year
Difference record 2 years
Income and dividend report 5 years
Reconcilements of bank (due to) deposits 1 year
Reconcilements register (due from) 1 year
Reports to directors 5 years
Reports to executive committee 5 years
Securities vault "in and out" tickets 1 year
Tax records 7 years
NOTE: Copies of schedules and returns to taxing authorities for
				tax purposes, notices of assessment by taxing authorities and documentary
				proceedings in appeal therefrom.
CAPITAL
Capital stock certificates, records of, or stubs of Permanent
Capital stock ledger Permanent
Dividend checks 5 years after paid
Dividend register 5 years after all checks are paid
Proxies 3 years
Receipts for stock certificates Permanent
NOTE: Where bank secures a receipt it is recommended that it be
				affixed to stub of certificate book.
CERTIFICATES OF DEPOSIT
Certificates 5 years after paid
Ledger cards 2 years after close
Register 2 years
CHECKING ACCOUNTS--INDIVIDUALS AND FIRMS
Account Analysis
Analysis work sheets or cards 1 year
Average balance cards Optional
Interest computation records Optional
Service charge records Optional
Bookkeepers' daily lists of checks charged in total (short
				lists) 1 year
Check book orders Optional
Checks paid (Microfilm copy-front and back) 5 years
Copies of advices of deposit 1 year
Daily report of overdrafts Optional
Deposit tickets 5 years
NOTE: Return with statement after microfilm
Individual ledgers 5 years after last entry
Individual ledger journals 1 year
Partnership agreement and authority 5 years
Reports of accounts opened and closed .. Optional
Resolutions 5 years after close
Signature cards 5 years after close
Statement mailing order 2 years after close
Statement stubs
(a) If accounts are analyzed direct from statement stubs, the
				stubs should be retained in lieu of work sheets or cards 2 years
(b) If microfilm is used as a ledger record, stubs should be
				retained Optional
Statements--Microfilm copy 5 years
Stop payment orders 1 year
Undelivered statements and cancelled checks 5 years
CHRISTMAS CLUB
Checks (cancelled) 1 year after paid
Check register 1 year
Coupons (deposit tickets) 1 year
Journal Optional
Ledger cards or sheets 1 year
Pass books Cancel by perforation and return to customer or take
				up book and destroy.
Signature cards 1 year
Trial balances Optional
Withdrawal receipts 1 year
COLLECTIONS
Collection receipts, carbons of 2 years
Collection register 2 years
Coupon cash letters, outgoing 1 year
Coupon envelopes Optional
Customers' file copies 1 year
Department blotters 2 years
Incoming collection letters 1 year
Installment contract or note records 2 years after close
COMMERCIAL LOANS
Collateral cards Optional
Collateral receipts 5 years
Collateral register 5 years
Credit files (closed) 5 years
Daily reports Optional
Debit and credit tickets 1 year
Journal
(a) If the journal is a by product of posting the liability
				ledger Optional
(b) If the journal is used as book of original entry, with
				descriptions 5 years
Liability ledger 5 years
Loan applications 5 years
Loan committee minutes 5 years
Margin cards Optional
Note or discount register
(a) If the register is a by product of posting the liability
				ledger Optional
(b) If the register is used as a book of original entry, with
				description 5 years
Note and discount tickler Optional
Receipts for coupons removed from collateral 5 years
Resolutions 5 years
Statement of borrower under federal regulations (Regulations U,
				W, Z, etc.) 5 years
CONSUMER CREDIT
Borrowers' statements 5 years
Correspondence, general 3 years
Coupons, loan deposits 1 year
Coupons, loan payments 1 year
Credit applications (closed or rejected) . 5 years
Credit folders containing applications, etc. 5 years after
				close
Disbursement vouchers, cash receipts . . 5 years after close
Loan deposit ledger cards 5 years after close
Loan ledger cards 5 years after close
Loans made journal 5 years
Loan paid journal 2 years
Note and Disclosure Statements 4 years from the date of
				transaction or 2 years from the date of final entry, whichever is later.
Note or discount tickler Optional
Note register 2 years
Rebate receipts 1 year after close
Resolutions 5 years after close
Trial balances Optional
CUSTOMER SERVICE
Brokers' confirmations 3 years
Brokers' invoices 3 years
Brokers' statements 3 years
Night depository agreement 1 year after close
Night depository receipts 1 year after close
Safekeeping records and receipts 5 years after close
Securities buy and sell orders 2 years
DUE FROM BANKS
Advices from correspondents 1 year
Bank statements 5 years
Drafts 5 years after paid
Draft register 5 years
NOTE: Affidavits, bonds of indemnity, and all pertinent
				information pertaining to issuance of duplicate checks 5 years after paid
Reconcilements register 1 year
DUE TO BANKS
Copies of advices 1 year
Country bank ledger 5 years
Incoming cash letter memos for credit 1 year
Incoming cash letters for remittance 1 year
Proof sheets 1 year
Reconcilement verification 1 year
Reconcilement register 1 year
Reports of accounts, opened and closed 6 months
Resolutions 5 years after close
Signature cards 5 years after close
Trial balances 1 year
Undelivered statements and cancelled checks 5 years
GENERAL
Applications for travelers checks 1 year
Central file cards Optional
Change-of-address orders Optional
Check book orders Optional
Code books (not returned) Destroy
General correspondence 3 years
Incoming mail envelopes Optional
Paid bills, statements and invoices 5 years
Protest notices 1 year
Receipts for check books Optional
Requisition for supplies Optional
Stenographers notebooks and mechanical device records; extra
				copies of letters if other copies are retained Optional
Telegram, cable and radiogram copies 3 years
Vault records, openings and closings 1 year
Wire transfer debit and credit entries 1 year
GENERAL LEDGER
Daily statement of condition Permanent
General journal
(a) If the journal is a byproduct of posting the general ledger
				1 month
(b) If the journal is used as book of original entry, with
				descriptions 5 years
General ledger sheets Permanent
General ledger tickets (debits and credits) 5 years
INTERNATIONAL DEPARTMENT
Cable copies 5 years
Cable requisitions 5 years
Foreign collection register 5 years
Foreign draft applications 5 years
Foreign exchange remittance sheets or books 5 years after issue
Foreign mail transfer applications 5 years
Foreign mail transfer carbons 5 years
Letter of credit applications 5 years
Letter of credit ledger sheets 5 years
Travelers check applications 2 years
Travelers check register 2 years
INVESTMENTS
Bond ledger sheets 5 years
Brokers' confirmations 2 years
Brokers' invoices 2 years
Brokers' statements 3 years
Descriptive literature on securities disposed of 2 years
OFFICIAL CHECKS AND DRAFTS
Carbon copy official check register 1 month after paid
Cashier checks 5 years after paid
Certified checks or receipts 5 years after paid
NOTE: If not delivered or returned to depositor, photograph and
				destroy checks and then retain film.
Certified check register 5 years
Drafts (cancelled) 5 years after paid
Expense checks (cancelled) 3 years after paid
Expense vouchers or invoices 6 years
Money orders, bank or personal 5 years
Money order registers 2 years
Receipts for certified checks 5 years after date
Requisitions
(a) If all information including name of purchase is recorded
				on register Optional
(b) If no detail is transcribed on register 5 years
PERSONNEL
Attendance record 3 years
Records of employees:
Application for employment, reference records, reports and
				certificates of examination, service records, efficiency tests and other
				similar data 6 years after termination
Application of those not employed 6 years
Salary ledger 3 years
Salary receipts 3 years
NOTE: Retain final receipt in personnel folder.
PROOF, CLEARINGS AND TRANSIT
Clearinghouse settlements sheets 3 months
Copies of advices of corrections 6 months
Department or tellers' proof sheets 6 months
Deposit proof sheets or tapes 1 year
Inclearings envelopes, proof sheets or tapes 1 year
Microfilm 2 years
Outclearings proof sheets or tapes 6 months
Outgoing cash letters, transit 6 months
Proof sheets, transit 6 months
REAL ESTATE LOANS
Journal (debits and credits) 2 years
Ledger cards 5 years
Loan credit files 5 years after close
Mortgage credits 1 year
Remittances 1 year
Tellers' blotter 2 years
REGISTERED MAIL
Marine insurance books 3 years
Registered mail (incoming) record 3 years
Registered mail (outgoing) record 3 years
Return receipt cards 3 years
SAFE DEPOSIT VAULT
Access tickets 2 years
Cancelled signature cards 2 years after close
Copies of rent receipts 2 years
Correspondence 2 years after close
Leases or contracts, close accounts 2 years after close
Ledger record of account Optional
SAVINGS ACCOUNTS
Withdrawals 5 years
Deposits 5 years
Journal 1 year
Ledger cards or sheets 5 years after last entry
Window bookkeeping machine control tapes 1 year
Pass books Destroy
Reports of accounts, opened and closed Optional
Resolutions 5 years after close
Signature cards 5 years after close
Trial balances, nonautomated Optional
Trial balances, automated
(a) If statement or account history record retained Optional
(b) If no alternative record 5 years
Withdrawal affidavits 3 years
TELLERS
Cash item record 1 year
Return item register 1 year
Tellers' cash books Optional
Tellers' cash tickets, originals and carbon copies 1 month
Tellers' recapitulation 1 month
Tellers' machine tapes 1 month
Tellers' blotter, journal or proof 2 years
Tellers' exchange tickets 3 months
TRUST RECORDS
Advices of payment
Securities department bond and coupon collections 1 year
Amortization schedules Destroy when securities are disposed of
Buy and sell orders 1 year
Cancelled bonds and cancelled coupons . Return to issuing
				corporation or cremate, retaining receipt or cremation certificate until
				account is closed
Cash trial balances 6 months
Corporate trust ledger 7 years
Correspondence
Corporate trust (bond issues) 3 years
Dividend 3 years
General 3 years
Irregular transfers 3 years
Cost cards, securities 5 years
Coupon collections records 18 months
Coupon envelopes Optional
Daily statement of trust department 5 years
Dividend check tapes (adding machine) Optional
Dividend record cards (closed) 5 years
Dividend and coupon ledger Until closed
Dividend and interest disbursement checks 5 years
Dividend and interest disbursement list Optional
Document files Until closed
Fee cards Until closed
Journal sheets, accounting division and stock transfer 5 years
Ledger records: asset ledger, cash ledger, investment ledger,
				stock transfer ledger and mutual income foundation 5 years after close
Listing for Form 1099 1 year after filing
Minute books, trust committee and trust investment committee
				Permanent
Original trust entries (daily debits and credits and multiple
				forms) 2 years
Paid invoices: tradesman, professional (excluding attorney) and
				miscellaneous 3 years
NOTE: In probate accounts retain three years after expiration
				of time of appeal from order closing account
Probate slips Destroy original when account is closed. Destroy
				duplicate after circulation.
Registered mail report 3 years
Registration journals Until closed
Rent collection, mortgage and land contract collection (file
				accountant's copy) 5 years
Signature files Until closed
Stock transfer change-of-address authority 1 year
Stock transfer memos 1 year
Stock transfer receipts 3 years
Stockholders list Optional
Supporting papers to transfers 10 years
NOTE: Except recorded instruments and agreement from
				banks--return to transferor.
Surety bonds 10 years
Tax returns
Ad valorem tax returns 5 years after filing
Estate tax returns 15 years after filing
Federal and state income tax returns 15 years after filing
Intangible tax returns 5 years after filing
Social security returns 5 years after filing
Tellers' daily blotter 18 months
Transfer instructions 5 years
Transfer journal tapes 2 years
Transfer tax waivers Until closed
Trust checks Until closed
Trust register Until closed
Vouchers, probate trust 3 years after expiration of time of
				appeal from order closing account.
MINIMUM EDP RECORD RETENTION SCHEDULE
CHECKING ACCOUNTS
Trial balance 1 month
Conversion (initial entry) run * 2 years (or 3 months)
Transaction journal * 2 years (or 3 months)
Master file change 6 months
New and closed accounts 3 months
Unposted items 3 months
Zero balances 1 month
Large balance changes 1 month
Overdrafts 3 months
Stop payments 6 months
Service charges 1 month
Uncollected funds 1 month
Customer statement 5 years
SAVINGS ACCOUNTS
Daily transactions journal 6 months
Daily transactions list of accounts active since last trial 1
				week
Exception report 1 year
Closed accounts, control 6 months
Current active accounts 3 years
Annual statistical analysis Optional
Interest report 6 months
1099 listing, summary Optional
Opened and closed accounts 6 months
Trial balance Optional (if statement or account history
				retained, otherwise 5 years)
Savings statement-microfilm 5 years
INSTALLMENT LOANS
Daily payment journal 2 years
Trial balance (if only complete history on borrower) 5 years
New loan report 2 years
Loan paid report 2 years
Past-due report Optional