Missouri Code of State Regulations › Title 20 - DEPARTMENT OF COMMERCE AND INSURANCE › Division 1140 - Division of Finance › Chapter 2 - Banks and Trust Companies › Appendix A

Current through Register Vol. 49, No. 14, July 15, 2024
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
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 record
s7
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
e) 3
Salary ledger
3
Salary receipts
3
Registered Mail
Insurance declarations
Opt.
Registered mail (incoming) record
7
Registered mail (outgoing) record
7
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
ns 7
(Note: Applications must show bond numbers. File
				  alphabetically by years.)
*Original authority: 361.105, RSMo 1967, amended 1993,
					 1994, 1995 and 362.410, RSMo 1939, amended 1967,
					 1988.