Wyoming Administrative Code › Agency 021 - Audit, Dept. of › Sub-Agency 0002 - Banking Division › Chapter 4 - RECORDS RETENTION › Section 4-3 - Classification of Records; Minimum Periods of Retention

Current through July 13, 2024
Each bank and trust company shall retain and preserve the
				  records classified and described in this Section for the applicable minimum
				  period set forth in this Section. Specific record descriptions not listed are
				  to be retained consistent with prudent business practices and with the bank or
				  trust companys policies.
Classification and Description of RecordsMinimum
				  Retention Period
Administration
Accounting and Auditing
Accrual and bond amortization records (after period ends) 1
				  year
Audit reports 5 years
Audit work papers 3 years
Bank Call reports Permanent
Bank Examination reports Permanent
Bills paid (statements and invoices) 6 years
Budget worksheets 1 year
Charged off asset records 10 years
Corresndence 3 years
Daily reserve computation 2 years
Depreciation records, after life of asset 3 years
Difference records 3 years
Earnings and dividends report to supervisory agencies
				  Permanent
Escheat records 20 years
Reserve for losses on loans to banks Permanent
Securities value in and out tickets 6 years
Statement of Condition Permanent
Capital
Capital stock certificates, records and stubs
				  Permanent
Capital stock ledger Permanent
Capital stock transfer ledger Permanent
Dividend check register 10 years
Dividend checks paid 10 years
Proxies 10 years
Receipt for stock certificates if issued Permanent
Register of and canceled certificates Permanent
Shareholder list Permanent
Statement of beneficial ownership Permanent
Corporate
Annual reports Permanent
Attachments and garnishments 6 years
Charged off records 10 years
Charitable contributions records 5 years
Corporate by-laws Permanent
Court case records, after case has been terminated 6
				  years
Determination of FDIC assessment base records, 5 years after
				  date of filing
Evidence of compliance with CRA 2 years
Incorporation papers Permanent
Minutes of Directors meetings, stockholders meetings, and
				  Permanent committees of the Board
Records of banks executive officers and shareholders 5 years
				  indebtedness to bank correspondents, after paid
Records of loans to executive officers, Directors, principal
				  3 years shareholders and officers after paid
Records of outside business interests of banks executive
				  officers, 5 years
Directors, and principal shareholders, after length of
				  services
General Ledger
Daily Statement of Condition Permanent
General ledger sheets/cards Permanent
General ledger tickets - debits and credits entries 6
				  years
Transaction journals 6 years
Insurance
Authorization statements and certificates for bank to act as
				  6 years insurance agent
Blanket bond after termination 6 years
Casualty liability policies expired 6 years
Insurance schedules, records of premium payments and 2
				  years
recoveries expired
Records of policies in force 3 years
Records relating to insurance sold by bank 6 years
Automated Teller Machines
Application 3 years
Closed ATM account numbers 1 year
Correspondence with customer 3 years
Deposit envelopes 3 months
Transaction report 3 years
Collections/Contracts
Collection letters, incoming 3 years
Collection letters, outgoing 3 years
Collection receipts 3 years
Collection register 3 years
Coupon envelopes 1 year
Customers file copies 1 year
Department collection blotters 2 years
Installment contract of note records, after period 2
				  years
Obsolete and uncalled for collections, after escheated 6
				  years
Correspondent Banking
Due From
Advices from correspondent 1 year
Bank Statements 5 years
Drafts 10 years
Draft Register 10 years
Reconcilement letters 1 year
Transit letters 1 year
Due to
Copies of advices of debits or credits 1 years
Drafts 6 years
Incoming cash letter memos for credit 1 year
Incoming cash letters for remittance 1 year
Ledger cards or journal 1 year
Proof sheets 1 year
Reconcilement register 2 years
Reconcilement verification 1 year
Report of accounts - opened and closed 1 year
Resolutions, after closing 6 years
Signature cards, after closing 6 years
Trial balances 1 year
Undelivered statements and canceled checks 6 years or escheat
				  laws
Customer Service
Evidence of compliance with Reg E 2 years
Night depository agreement, after closing 6 years
Night depository receipts 6 years
Safekeeping records and receipts 6 years
Travelers Checks (applications, receipts and reconcilements)
				  2 years
Utility payment records 6 years
Wire Transfer debit and credit entries 6 years
Demand Deposit Accounts/NOW Accounts
Average balance report 1 year
Batch proof 1 year
Bookkeeping list of checks charged in total 6 years
Check book orders 1 year
Checks paid 6 years
Closed account report 2 years
Deposit tickets (copy) 6 years
Dormant accounts, after escheated 6 years
Individual ledgers 6 years
Large transaction report 1 year
Name and address change report 2 years
New account report 1 year
Overdraft/NSF Report 1 year
Overdraft loan agreement 6 years
Record of currency transaction more than $10,000 5
				  years
Resolutions, authorizations, after close 6 years
Return item record 1 year
Service charge report 1 year
Signature cards (after close) 6 years
Statement mailing order, after close 2 years
Statement receipt cards 2 years
Statement stubs 2 years
Statements, customers 6 years
Stop payment orders 6 years
Stop payment report 1 year
Transaction journal 6 years
Trial balance 1 year
Uncollected funds report 1 year
Undelivered statement and canceled checks 6 years or escheat
				  laws
Wire transfer debit and credit entries 6 years
Zero balance report 1 year
Demand Deposit Accounts/NOW Accounts
				  EDP
Conversion (initial entry) run 2 years
Customer statement 6 years
Large balance changes 1 month
Master file change 6 months
New and closed accounts 3 months
Service charges 2 years
Stop payments 6 years
Transaction journal 2 years
Trial balance 1 month
Uncollected funds 1 month
Unposted items 3 months
Zero balances 1 month
Investments
Bond amortization records 6 years
Bond ledger after disposition 6 years
Brokers and securities dealers taxpayer identification number
				  5 years
Brokers confirmation and invoices, after disposition 6
				  years
Brokers statement, after disposition 6 years Credit
				  information used to evaluate public and Until Sold investment securities
Description literature on currently owned securities 6
				  years
Lost and Stolen securities, Form X-17-1A 3 years
Municipal securities, Form MSD-4 and MSD-5 3 years
Record of broker/dealer securities transactions and 3 years
				  amount of commission
Safekeeping receipts-bank investment 6 years
Safekeeping records and receipts 6 years
Securities buy and sell orders 6 years
Securities transactions 3 years
Loans
Bank Cards
Applications approved, after close 6 years Applications,
				  declined 25 months
Charged off loan records 6 years
Daily debits and credits 1 year
Merchants agreement 6 years
Records of extension of credit exceeding $5,000 6
				  years
Resolutions, after closing 6 years
Sales tickets or drafts 6 years
Statements, cardholders 5 years
Statements, merchants 5 years
Stop lists 1 year
Teller sheets 2 years
Trial balance 1 year
Transactional journal 6 years
Commercial Loans
Annual reports and customer statements 6 years
Appraisal forms, after repayment of loan 1 year
Certificates of national banks in support of loans based on 1
				  year
consumer paper, after repayment
Collateral cards or register 6 years
Collateral pledge agreements, after close of loan 1
				  year
Collateral receipts, after close of loan 6 years
Credit files, after close of loan 6 years
Debit and credit tickets (coupons) 1 year
Disclosure records 3 years
Hypothecation agreements, after close 6 years
Liability ledger 6 years
Loan applications, after term of loan 6 years
Loan committee minutes 6 years
Loan disbursement vouchers-cash receipts 6 years
Margin cards 3 years
Note and discount register 6 years
Overdraft loan agreement 6 years
Pledge agreement and pledge consent 6 years
Receipt for coupons removed from collateral, after return 6
				  years
Receipt for return of paid loan documents 6 years
Record of currency transactions more than $10,000 5
				  years
Records of extension of credit exceeding $5,000 5
				  years
Repossession log 6 years
Resolutions, after repayment of loan 6 years
Teller sheets 2 years
Transaction journal 6 years
Trial balances 1 year
Federal Reserve Form T-4 3 years
Report on extension of credit on a margin security, after
				  close 3 years
Federal Reserve Form U-1, U-2, U-3, U-4, U-5, U-6 3
				  years
Federal Reserve Form X-1 Report on Extension of credit 6
				  years obtained from sources outside United States, after closed
Installment/Consumer Loans
Applications, approved, after close 6 years Applications,
				  rejected 25 months
Canceled notes 3 years
Charged off notes 6 years
Collateral records and receipts 6 years
Consumer credit drafts 6 years
Correspondence (customer, dealer and general) 3 years
Coupons - loan payments 6 years
Credit files, after closed 6 years
Credit information card 3 years
Daily proof sheets 1 year
Daily worksheet and tapes 1 year
Dealer ledger 2 years
Dealer remittance sheets 1 year Evidence of compliance
				  with:
Reg B, after notification 25 months
Reg U (Loans secured by stock) 3 years
Reg Z, after disclosure 2 years
Ledger card, paid out 6 years
Liability ledger 6 years
New loan journal 6 years
Note or discount tickler 2 years
Note register 6 years
Overdraft loan agreement, after closed 6 years
Rebate receipts 6 years
Records of extension of credit exceeding $5,000 6
				  years
Resolution, after loan is paid 6 years
Student loan records, after paid 4 years
Teller sheets 2 years
Transaction journal 6 years
Trial balance 1 year
Installment/Consumer Loans - EDP
Daily payment journal 6 years
Loan paid report 2 years
New loan report 2 years
Pay off and/or rebate report 6 years
Trial balance, if only complete history on borrower 6
				  years
Real Estate Loans
Annual reports and customer statements 6 years Consumer
				  report and consumer credit information on 25 months rejected loans, after
				  notification
Court case records after case is terminated 6 years Evidence
				  of compliance with Fair Credit Reporting Act 25 months
Evidence of compliance with Reg C, Home Mortgage 5
				  years
Disclosure Act, after closed
Evidence of compliance with Reg Z after disclosure 3 years
				  Evidence of compliance with RESPA 25 months
FHA and VA loans and mortgages, after termination of loan 6
				  years
Foreclosure records 6 years Home loan data, after
				  notification or withdrawal 25 months of application
Insurance tickler, after close of loan 1 year
Ledger cards, paid out 6 years
Liability ledger 6 years
Loan credit files, after closed 6 years
Mortgage payments 1 year
Mortgage receipts 1 year
Remittances, service mortgages 6 years
Record of currency transactions more than $10,000 5
				  years
Teller sheets 2 years
Trial balance 1 year
Transaction journal 6 years
Real Estate Loans - EDP
Daily payment journal 6 years
Official Checks, Certified Checks, Drafts and Money
				  Orders
Cashiers checks, paid 6 years
Cashiers checks register, after payment 6 years
Certified checks or receipts, paid 6 years
Certified check register, after payment 6 years
Draft register, after payment 6 years
Drafts, canceled 6 years
Expense checks, canceled 6 years
Expense check register, after payment 6 years
Expense vouchers or invoices 6 years
Money order register, after payment 6 years
Money orders, bank or personal, paid 6 years
Official checks, paid 6 years
Official checks register, after payment 6 years
Operations
Mail, Registered or Certified
Metered mail receipt books after date of final entry 1
				  year
Registered and/or certified mail records (in and out) 3
				  years
Return receipt cards 3 years
Proof, Clearings and Transit
Advices of corrections to deposits 2 years
Clearing house settlement sheets 1 year
Copies of advices of corrections 1 year
Departmental or tellers proof sheets 1 year
Deposit proof sheets or tapes 1 year
Inclearing envelopes, proof sheets or tapes 1 year
Outclearing proof sheets or tapes 1 year
Outgoing cash letters 1 year
Proof sheets, transit 1 year
Return item letters, checks not paid 1 year
Tellers
Blotter, teller sheets, and ATM tapes 2 years
Cash book and/or blotter 2 years
Cash item register 1 year
Cash tickets 1 year
Cash transaction report over $10,000 2 years
Currency shipment books 3 years
Daily record of night depository bags 1 year
Exchange tickets 1 year
Interbranch clearings 1 year
Machine tapes 1 year
Over and short reports 2 years
Return item register 1 year
Recapitulation with general ledger 2 years
Stop payments notices 1 year
Personnel
Annual welfare and pension plan Report - D2 5 years
Attendance records 3 years Benefit committee minutes
				  Permanent
Benefits reports after closed 20 years
Equal Employment Opportunity Act-Employment Information 6
				  years
Report (EEO-1)
Fair Labor Standards Act Evidence of compliance 3
				  years
Insurance records 6 years
Job applications and resumes after termination 3 years Job
				  applications, declined 25 months
Occupational Safety and Health Act forms 100, 101, and 102 5
				  years
Payroll records, deduction, overtime, employment records 6
				  years
Profit sharing fund records after close 20 years
Salary ledger 6 years Tax Reports
FICA and withholding 941 (Quarterly) 5 years
Federal Unemployment Tax Report-940 5 years
State Unemployment Tax reports 5 years
Wage and Tax Statement Records - W2, W3, and W4 5
				  years
Payroll records, A-4 tax returns 5 years
Time cards 6 years
Safe Deposit
Access tickets 6 years
Contracts and/or signature cards, after closed 6 years
Copies of rent receipts 6 years
Correspondence 3 years
Court orders and other records, after compliance 6
				  years
Forced entry records 6 years
Leases or contracts/closed accounts after closed 6
				  years
Ledger record of account 6 years
Power of attorney 6 years
Receipts for delivery of will, burial, plot deeds, 6 years
				  insurance policies
Record of sale to satisfy lien 6 years
Records of reports of contents of opened boxes 6 years
Security
Bail money receipts and records Until Superseded
Camera surveillance log 1 year
Evidence of compliance with Reg P 5 years
Internal investigations, reports, after completed 5
				  years
Law enforcement coordination notes 5 years Records showing
				  law enforcement officers who advise on Permanent operation of security
				  devices
Security devices checklist inspection records 2 years
Vault records, access and maintenance 2 years
Taxes
Federal
Declaration of estimated tax (quarterly) 10 years
Dividends and interest return information - annual 10
				  years
Excise tax returns (quarterly) 10 years
Income tax returns corporate 10 years
Income tax withheld-reconcilement after date of filing 5
				  years
Nonresident alien withholding tax Form 1042 - 1042S 3
				  years
Property tax (personal and real estate) 7 years
Refund claims, disallowed and paid 3 years
Sales and use tax 3 years
Social Security and withholding tax returns, quarterly 10
				  years
Unemployment tax returns from date of filing 5 years
Time Deposits
Certificates of Deposit and Other Time Deposits
Certificates, after term 6 years
Interest check register, after paid 1 year
Ledger cards 6 years
Signature cards, after closed 6 years
Taxpayer identification number, after redemption 6
				  years
1099 Form 2 years
Transaction journal 6 years
Trial balance 1 year
Withdrawal request 6 years
Savings Accounts
Deposit tickets 6 years
Dormant accounts, after escheated 6 years
IRA account records, after closed 6 years
Ledger cards 6 years
New and closed accounts report 1 year
Passbooks canceled Destroy
Powers of attorney 6 years
Records of currency transaction over $10,000 5 years
Resolutions, authorizations, after close 6 years
Signature cards 6 years
Statements, customer 5 years
Taxpayer ID number, after redemption 6 years
Teller sheets 2 years
1099 Forms 2 years
Transaction journal 6 years
Trial balance 1 year
Undelivered statements, or escheat laws 6 years
Wire transfer debit and credit entries 6 years
Withdrawals, receipts 6 years
Savings Accounts EDP
Closed accounts, control 6 months
Current active accounts 3 years
Customer statements 6 years
Daily transactions journal 6 months
Executive report 1 year
Interest report 7 years
Open and closed accounts 6 months
Savings statement microfilm 5 years
Transaction journal 6 years
Club Accounts
Check register 6 years
Checks, canceled 6 years
Coupons, deposit tickets 2 years
Ledger cards 6 years
Passbooks, canceled Destroy
Signature cards, after closed 6 years
Transaction journal 6 years
Trial balance 1 year
Withdrawal receipts 6 years
Trust
Corporate
Bond ledgers 6 years
Bonds of indemnity Permanent
Brokers purchase and sales confirmations 7 years
Brokers statements 7 years Canceled bonds Return to
				  originating company Canceled coupons Return to originating company Canceled
				  stock certificates Return to originating company
Corporate trust ledgers Permanent
Correspondence after closing 3 years
Dividend and coupon ledger Permanent
Dividend and interest disbursement checks 7 years
Dividend checks, after paid 6 years
Dividend records cards, closed 7 years
Receipts or disposition records for canceled stock
				  certificates 6 years
Registration journals Permanent
Signature files, closed 7 years
Stock transfer ledger Permanent Stock transfer memos Return
				  to originating company
Stock transfer receipts 7 years
Tax returns Permanent
Transfer journals Permanent
Transfer tax waivers 7 years
Trust receipts for exchange or substitution of collateral 7
				  years
Personal
Accounting for other fiduciaries and decrees of receipts
				  Permanent
and releases settling their accounts
Advices of payment, after closed 6 years Appraisals of real
				  and personal property 10 years after closing
Authorizations, directives, approvals Permanent
Brokers statements, after closed 6 years
Buy and sell orders, after closed 6 years
Cash ledger sheets Permanent
Cash ticket balances 1 year
Cash vouchers 6 years
Copies of wills Permanent
Correspondence, after closing 3 years
Coupon collection record 6 years
Coupon trust ledger Permanent
Daily debits and credits 6 years
Federal and state estate tax returns and related papers, 10
				  years
after closed
Federal gift tax returns, after closed 10 years
Federal nominees information return Form 1087 7 years
Investment ledger Permanent
Journal sheets Permanent
Ledger records Permanent
Legal opinions and related correspondence Permanent
Minutes of investment and trust committee meetings
				  Permanent
Paid bills, after closing 6 years
Real estate mortgage documents and related materials, 7
				  years
after closed
Receipts for assets delivered, after closing 7 years
Rent collection, mortgage and loan contract collections, 6
				  years
after closing
Safekeeping records and receipts after closing 6 years
Security bonds Permanent
Security ledger sheets Permanent
Trust check register 6 years
Vouchers, probate trust 6 years