3 Alaska Admin. Code § 06.010
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
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
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.
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
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
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).
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.
3 AAC 06.010
*Grandfather is a three-day-old tape/disk.
Grandfather - Monday
Father - Tuesday
Son - Wednesday
Authority:AS 06.15.010(b)