Bank Records to be Retained | Minimum Retention Period | |
ACCOUNTING | ||
1. | Daily Reserve Calculation and Averages | 3 years |
2. | Difference Records (Over/Short) | 2 years |
3. | Paid Bills and Invoices | 3 years |
4. | Quarterly Report of Condition and Income and Supporting Work Papers | 5 years |
ADMINISTRATIVE | ||
1. | Documentation of Charged-off Assets | 10 years |
2. | Escheat Reports and Records | 10 years |
3. | Minutes of Meetings of Stockholders, Directors, and Board Committees | Permanent |
AUDIT | ||
1. | Audit Reports (Internal and External) | 3 years |
2. | Audit Work Papers (Internal) | 3 years |
BANK PROPERTIES | ||
1. | Fixed Assets-Evidence of Ownership (After Acquisition) | 5 years |
2. | Fixed Assets-Leases (After Termination) | 5 years |
3. | Real Estate-Construction Records | 5 years |
4. | Real Estate-Deeds | Until conveyed |
5. | Real Estate-Leases (After Termination) | 5 years |
CAPITAL | ||
1. | Capital Stock Certificate Books, Stubs, or Interleaves | Permanent |
2. | Capital Stock Ledger | Permanent |
3. | Capital Stock Transfer Register | Permanent |
4. | Proxies | 3 years |
COLLECTIONS | ||
1. | Collection Registers (Incoming and Outgoing) | 3 years after item paid or returned |
2. | Receipts and Advices (After Closed) | 1 year |
CREDIT CARDS | ||
1. | Borrowing Authority Resolutions (After Closed) | 3 years |
2. | Customer Application (After Closed) | 1 year |
3. | Disclosure and Compliance Documents | 25 months |
4. | Merchants' Agreement (After Closed) | 2 years |
5. | Posting or Transaction Journal | 2 years |
6. | Sales Tickets or Drafts | 3 years |
7. | Statement of Account | 5 years |
DEMAND DEPOSIT AND TRANSACTION ACCOUNTS | ||
1 | Checks and Debits | 5 years |
2 | Daily Report on Overdrafts | 2 years |
3 | Deposit Resolutions (After Closed) | 3 years |
4 | Deposit Tickets and Credits | 5 years |
5 | Ledgers, Statements, or Stubs | 5 years |
6 | Letters of Administration | 5 years |
7 | Posting or Transaction Journals | 5 years |
8 | Powers of Attomey | 5 years after closing |
9 | Retum Item Records | 1 year |
10 | Signature Cards (After Closed) | 5 years |
11 | Stop Payment Orders | 1 year |
12 | Undelivered Statements | 1 year |
13 | Unidentified or Unclaimed Deposit Records | Until escheated |
DUE FROM BANKS | ||
1 | Advice of Entry (After Cleared) | 3 months |
2 | Drafts (After Paid) | 5 years |
3 | Draft Register | Until paid |
4 | Reconcilements | 5 years |
5 | Statements | 3 years |
GENERAL LEDGER | ||
1 | Daily Statement of Condition | 5 years |
2 | General Journal (If Book of Ongmal Entries, with Descriptions) | 15 years |
3 | General Ledgers | 15 years |
4 | General Ledger Tickets | 5 years |
INSURANCE | ||
1 | Bankers Blanket Bond and Excess | 5 years |
2 | General Casualty Liability Policies Expired | 5 years |
INTERNATIONAL | ||
1 | Bankers Acceptances | 3 years |
2 | Collection Records | 3 years after item paid or returned |
3 | Letters of Credit and Documents | 3 years after expiration |
4 | Transfer Orders (Wire or Written) | 1 year |
INVESTMENTS | ||
1 | Accrual and Bond Amortization or Accretion Records (After Penod Ends) | 3 years |
2 | Brokers' Confirmations, Invoices, Statements | 3 years |
3 | Ledgers | 3 years |
4 | Records of Purchases and Sales of Securities | 5 years |
LEASE RECEIVABLES (OTHER THAN REAL ESTATE) | ||
1 | Lease Agreements and Documents (After Termination) | 5 years |
2 | Rental Payment Records | 5 years |
3. | Record of Disposition of Property | 5 years |
LEGAL JUDICIAL AUTHORIZATION | ||
1. | Attachments or Garnishments | 10 years |
2. | Court Case Records (After Final Disposition) | 10 years |
3. | Probate Court Appointment (After Closed) | 10 years |
LOANS (COMMERCIAL, CONSUMER, MORTGAGE) | ||
1. | Appraisals, Financing Statements, and Title Opinions Pertaining to Collateral | Until paid |
2. | Borrowing Resolutions | 3 years after payment of debt |
3. | Credit Files (Financial Statements, Applications, Correspondence) (After Paid) | 2 years |
4. | Collateral Records (After Released) | 5 years |
5. | Interest Rebate Records | 1 year |
6. | Liability Cards or Ledgers (After Closed) | 3 years |
7. | Loan Ledger Cards or History Sheets (After Paid) | 3 years |
8. | Loan Proceeds Disbursement Records | Until paid |
9. | Loans Paid Record | 3 years |
10. | Mortgage Files and Supporting Documents (After Paid) | 2 years |
11. | Note or Loan Register (After Paid) | 3 years |
12. | Posting or Transaction Journal | 2 years |
1. | Insurance Records of Registered and Certified | 1 year |
2. | Registered and Certified Records (In and Out) | 1 year |
3. | Return Receipt Record | 1 year |
MISCELLANEOUS | ||
1. | Cash and Security Vault Records-Opening, Closing | 6 months |
2. | Taxes-Returns and Supporting Papers | 3 years or until cleared by IRS and Dept. of Revenue |
3. | Travelers Checks-Applications | 1 year |
MONEY TRANSFER | ||
1. | Copy of Incoming and Outgoing Transfers | 1 year |
2. | General Correspondence | 1 year |
3. | Receipts and Advices (After Closed) | 1 year |
4. | Transfer Request Records | 1 year |
NIGHT DEPOSITORY | ||
1. | Customer Agreement (After Closed) | 1 year |
2. | Customer Receipt | 1 year |
3. | Daily Inventory | 1 year |
OFFICIAL CHECKS | ||
1. | Official Checks (Dividend, Cashiers, Expense, Loan) and Money Orders (After Paid) | 5 years |
2. | Official Check Register or Carbon Copy | Until paid or escheated |
3. | Certified Checks or Receipts (After Paid) | 5 years |
4. | Certified Check Register or File Copy | Until paid or escheated |
5. | Affidavits and Indemnity pertaining to Issuance of Duplicate Checks | Permanent |
PROOF AND TRANSIT | ||
1. | Advice of Correction | 6 months |
2. | Cash Tickets | 6 months |
3. | Outgoing Cash Letters and Accompanying Items (Microfilm) | 2 years |
4. | Proof Sheets, Tapes, and Listings | 2 years |
SAFE DEPOSIT | ||
1. | Access Records (After Closed) | 3 years |
2. | Box History Card | Permanent |
3. | Contracts and Agreements (After Closed) | 3 years |
4. | Forced Entry Records | 10 years |
SAFEKEEPING AND CUSTOMER SECURITIES | ||
1. | Broker Confirmations, Invoices, Statements | 3 years |
2. | Buy and Sell Orders | 3 years |
3. | Customer Contracts and Agreements (After Closed) | 3 years |
4. | In and Out Records (Movement of Securities) | 3 years |
5. | Safekeeping Receipts (After Closed) | 3 years |
SAVINGS AND TIME DEPOSITS | ||
1. | Certificates of Deposit Paid | 5 years |
2. | Certificates of Deposit Records (Register, Ledger, Copy) | Until paid or escheated |
3. | Daily Report of Overdrafts | 2 years |
4. | Debits and Withdrawals | 5 years |
5. | Deposit and Credit Tickets | 5 years |
6. | Deposit Resolution (After Closed) | 3 years |
7. | Ledgers or Statements | 5 years |
8. | Posting or Transaction Journal | 1 year |
9. | Signature Cards, Contracts, and Agreements (After Closed) | 5 years |
10. | Undelivered Statements | 1 year |
11. | Unidentified or Unclaimed Deposit Records | Until escheated |
TELLERS | ||
1. | Balance Sheets, Recaps, or Records | 1 year |
2. | Cash Item Report | 1 year |
3. | Machine Tapes, Cash Ticket Copies, Posting or Transaction Journals | 6 months |
4. | Daily Record of Cash Items Held Over | 1 year |
TRUST (Corporate) | ||
1. | Account Ledger or Record | 7 years after account closed |
2. | Posting or Transaction Journal | 7 years |
3. | Bonds of Indemnity | Permanent |
4. | Stock Certificates (Cancelled) | until returned to corporation |
5. | Dividend Checks - Paid | 5 years |
6. | Dividend Check Register or Carbon Copy | Until paid |
7. | Bonds and Coupons - Cancelled or Cremation Certificates | 7 years after paid or until returned to corporation |
8. | Resolutions and Authorizations | 7 years after account closed |
TRUST (Employee Benefit) | ||
1. | Accountings | 6 years after account closed |
2. | Agreements, Authorizations, and Resolutions | 6 years after account closed |
3. | Account Ledger or Record | 6 years after account closed |
4. | Disbursement Checks | 6 years |
5. | Check Register or Carbon Copy | Until Paid |
6. | Bonds of Indemnity | Permanent |
TRUST (Personal) | ||
1. | Accountings | 3 years after account closed |
2. | Agreements and Authorizations | 5 years after account closed |
3. | Account Ledger or Record | 7 years after account closed |
4. | Minutes of Committee Meetings | Permanent |
5. | Receipts for Assets Delivered | 3 years after account closed |
6. | Tax Return | 10 years or until IRS clears |
7. | Disbursement Checks | 5 years |
8. | Check Register or Carbon Copy | Until paid |
9. | Bonds of Indemnity | Permanent |
04 N.C. Admin. Code 03C .0903
Eff. February 1, 1976;
Amended Eff. October 1, 2014; January 1, 2013; May 1, 1992; September 1, 1990; January 1, 1985;
Pursuant to G.S. 150B-21.3A, rule is necessary without substantive public interest Eff. October 3, 2017.
Eff. February 1, 1976;
Amended Eff. October 1, 2014; January 1, 2013; May 1, 1992; September 1, 1990; January 1, 1985.