Oregon Administrative Rules › Chapter 441 - DEPARTMENT OF CONSUMER AND BUSINESS SERVICES, FINANCE AND SECURITIES REGULATION › Division 195 - RECORDS AND REPORTS › Section 441-195-0030 - Records to be Preserved by Certain Broker-Dealers

Current through Register Vol. 63, No. 7, July 1, 2024
(1) Every broker-dealer subject to OAR
			 441-195-0020  shall preserve for a period of not less than six years all records
			 required to be made pursuant to 441-195-0020(1)(a), (b), (c), (e), (r) (s),
			 (t), and analogous records created pursuant to 441-195-0020(5). The records for
			 the most recent two years shall be kept in an easily accessible
			 place.
(2) Every such broker-dealer
			 shall preserve for a period of not less than three years, with the most current
			 two years being kept in an easily accessible place:
(a) All records required to be made pursuant
			 to OAR 441-195-0020(1)(d), (f), (g), (h), (i), (j), (n), (p), (r), (u), and
			 analogous records made pursuant to 441-195-0020(5);
(b) All checkbooks, bank statements, canceled
			 checks, and cash reconciliations;
(c) All bills receivable or payable (or
			 copies thereof), paid or unpaid, relating to the business of such
			 broker-dealer, as such;
(d)
			 Originals of all communications received and copies of all communications sent
			 (and any approvals thereof) by such broker-dealer (including interoffice
			 memoranda and communications) relating to its business as such, including all
			 communications which are subject to rules of a self-regulatory organization of
			 which the broker-dealer is a member regarding communications with the public.
			 As used in this subsection, the term communications includes sales
			 scripts;
(e) All trial balances,
			 computations of aggregate indebtedness and net capital (and working papers in
			 connection therewith), financial statements, branch office reconciliations and
			 internal audit working papers, relating to the business of such broker-dealer,
			 as such;
(f) All guarantees of
			 accounts and all powers of attorney and other evidence of the granting of any
			 discretionary authority given in respect of any account, and copies of
			 resolutions empowering an agent to act on behalf of a corporation;
(g) All written agreements (or copies
			 thereof) entered into by such broker-dealer relating to its business as such,
			 including agreements with respect to any account;
(h) All notices relating to an internal
			 broker-dealer system provided to the customers of the broker-dealer that
			 sponsors such internal broker-dealer system. Notices, whether written or
			 communicated through the internal broker-dealer trading system or other
			 automated means, shall be preserved under this subsection if they are provided
			 to all customers with access to an internal broker-dealer system, or to one or
			 more classes of customers. Examples of notices to be preserved under this
			 subsection include, but are not limited to, notices addressing hours of system
			 operations, system malfunctions, changes to system procedures, maintenance of
			 hardware and software, and instructions pertaining to access to the internal
			 broker-dealer system.