Statutes, codes, and regulations
Tennessee Administrative Code
Title 0180 - Financial Institutions
Chapter 0180-02 - Retention of Records
Section 0180-02-.01 - RETENTION OF RECORDS

Tenn. Comp. R. & Regs. 0180-02-.01

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Current through April 7, 2024
Section 0180-02-.01 - RETENTION OF RECORDS
(1) Retention of Records. State banks shall retain their records for the period of time prescribed for the following classification:

ADMINISTRATIVE

Accounting and Audit
Accrual and bond amortization records, (after period ends)1 year
Audit reports7 years
Audit work papers3 years
Bank call reportsPermanent
Bank examiner reportsPermanent
Charge-off asset records6 years
Daily reserve computation1 year
Depreciation records, (after life of asset)3 years
Difference records3 years
Directors' examination reportsPermanent
Earnings and dividends report to supervisory agenciesPermanent
Unclaimed Property reports (Escheat records)Permanent
Reserve for losses on loans to banksPermanent
Securities value "in and out" tickets6 years
Statement of conditionPermanent
Capital
Capital stock certificates, records and stubsPermanent
Capital stock ledgerPermanent
Capital stock transfer ledgerPermanent
Dividend check register6 years
Dividend checks, paid6 years
Proxies6 years
Receipt for stock certificates if issuedPermanent
Register of an cancelled certificates (bank)Permanent
Shareholder listPermanent
Statement of beneficial ownershipPermanent
Corporate
Charged off records6 years
Corporate by-lawsPermanent
Court case records, after case has been terminated6 years
Incorporation papersPermanent
Minutes of directors' meetings, stockholders' meetings, and committees of the boardPermanent
Records of bank's executive officers and3 years

shareholders' indebtedness to the bank's correspondents, after paid
Records of loans to executive officers, directors , principal shareholders and officers, after paid3 years
Records of outside business interests of bank's executive officers, directors, and principal shareholders, after length of services3 years
General Ledger
General LedgerPermanent
General JournalPermanent
Daily statement of condition General ledger sheets/cardsPermanent
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
General ledger tickets-debits and credits entries
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Transactions journals
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Insurance
Blanket bond, after termination6 years
Casualty liability policies, expired6 years
Insurance schedules, records of premium payments and recoveries, expired3 years
Records of policies in force3 years

COLLECTIONS/CONTRACTS

Collection receipts3 years
Collection register3 years
Collection letters, incoming3 years
Collection letter, outgoing3 years
Coupon, envelope1 year
Customers' file copies1 year
Instalment contract of note records, after paid2 years
Obsolete and uncalled for collections, after escheated6 years
Due from
Advices from correspondents1 year
Bank statements6 years
Drafts6 years
Draft register6 years
Reconcilement letters1 year
Transit letters1 year
Due to
Copies of advices of debits or credits1 year

Drafts6 years
Incoming cash letter memos for credit1 year
Incoming cash letters for remittance1 year
Ledger cards or journal1 year
Proof sheets1 year
Reconcilement register1 year
Reconcilement verification1 year
Report of accounts - opened and closed1 year
Resolutions, after closed6 years
Signature cards, after closed6 years
Trial balances1 year
Undelivered statements and canceled checks6 years
Night depository agreement, after closing6 years
Night depository receipts6 years
Safekeeping records and receipts6 years
Series E bond stubs and reports2 years
Wire transfer debit and credit entries6 years

DEMAND DEPOSIT ACCOUNTS/NOW ACCOUNTS

Average balance report1 year
Batch proof1 year
Bookkeeping list of checks charged in total6 years
Checks paid
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Closed account report1 year
Deposit tickets (copy)
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Dormant accounts, after escheated6 years
Inactive/dormant/restrained account reports1 year
Individual ledgers (if no statement copy)6 years
Large transaction report1 year
Name and address change report2 years
New account report1 year
Overdraft/NSF Report1 year
Overdraft loan agreement6 years
Record of currency transactions more than $10,0005 years
Resolutions, authorizations, after closed6 years
Return item record1 year
Signature cards (after closed)6 years
Statement mailing order, after closed2 years
Statement receipt cards2 years
Statements, customers6 years
Statement stubs2 years
Stop payment orders
(a) If a by-product of posting the general ledger2 years

(b) If used as original entry6 years
Stop payment report1 year
Transaction journal
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Trial balance1 year
Uncollected funds reports1 year
Undelivered statement and canceled checks6 years
Wire transfer debit and credit entries6 years
Zero balance report1 year

INTERNATIONAL

Cable copies of foreign money transfers6 years
Foreign asset control record, after closed2 years
Foreign collection letters (Registers)6 years
Foreign draft applications6 years
Foreign exchange remittance sheets or books, after issue6 years
Foreign mail transfer applications6 years
Foreign mail transfers6 years
Letter of credit applications and supporting documents6 years
Letter of credit ledger sheets6 years
Reconcilement of bank deposits, due from1 year
Reconcilement of bank deposits, due to1 year
Reports of foreign financial accounts5 years

INVESTMENTS

Investment LedgerPermanent
Bond amortization records6 years
Bond ledger, after disposition6 years
Brokers' confirmations and invoices, after disposition6 years
Broker's statement, after disposition6 years
Credit information used to evaluate public and investment securitiesUntil sold
Descriptive literature on currently owned securities6 years
Safekeeping receipts-bank investments6 years
Safekeeping records and receipts6 years
Securities buy and sell orders6 years
Securities transactions3 years

LOANS

Bank Cards
Applications, approved after closed6 years
Charged off loan records6 years
Daily debits and credits1 year
Merchants agreement Sales tickets or drafts6 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Statements, cardholders6 years

Statements, merchants6 years
Stop lists1 year
Teller sheets2 years
Trial balance1 year
Transaction journal
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Resolutions, after closed6 years
Commercial Loans
Annual reports and customer statements6 years
Collateral pledge agreements, after close of loan1 year
Collateral cards or register6 years
Collateral receipts, after close of loan6 years
Credit files, after close of loan6 years
Debit and credit tickets (coupons)1 year
Disclosure records3 years
Hypothecation agreements, after close6 years
Liability ledger
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Loan applications, after term of loan6 years
Loan disbursement vouchers-cash receipts6 years
Loan committee minutes6 years
Margin cards3 years
Note and discount register
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Overdraft loan agreement6 years
Pledge agreement and pledge consent6 years
Resolutions, after payment of loan6 years
Transaction journal
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Trial balance1 year
Installment/Consumer Loans
Applications, approved, after closed2 years
Canceled notes3 years
Charged off notes6 years
Collateral records and receipts6 years
Consumer credit drafts6 years
Coupons-loan payments6 years
Credit files, after closed6 years
Credit information card3 years

Daily proof sheets1 year
Dealer ledger2 years
Ledger card, paid out6 years
Liability ledger6 years
Note or discount tickler Note register2 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
New loan journal6 years
Overdraft loan agreement, after closed6 years
Student loan records, after paid3 years
Teller sheets2 years
Transaction journal
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Rebate receipts6 years
Resolutions, after loan is paid6 years
Trial balance1 year
Real Estate LoansAnnual reports and customers' statements6 years
Court case records, after case is terminated6 years
Foreclosure records6 years
Ledger cards, paid out6 years
Liability ledger
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Loan credit files, after closed6 years
Mortgage payments1 year
Mortgage receipts1 year
Remittances, service mortgages6 years
Trial balance1 year
Teller sheets2 years
Insurance tickler, after close of loan Transaction journal1 year
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years

OFFICIAL CHECKS, MONEY ORDERS, CERTIFIED CHECKS AND DRAFTS

Cashier's checks, paid6 years
Cashier's check register, after payment

(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Certified checks or receipts, paid Certified check register, after payment6 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Drafts, canceled Draft register, after payment6 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Expense checks, canceled Expense check register, after payment6 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Expense vouchers or invoices6 years
Money orders, bank or personal, paid Money order register, after payment6 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Official checks, paid Official checks register, after payment6 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years

OPERATIONS

Proof, Clearings and Transit
Advices of corrections to deposits2 years
Clearing house settlement sheets1 year
Copies of advices of corrections1 year
Departmental or tellers' proof sheets1 year
Deposit proof sheets or tapes1 year
Inclearings envelopes, proof sheets or tapes1 year
Outclearing proof sheets or tapes1 year
Outgoing cash letters1 year
Proof sheets, transit1 year
Return item letters, checks not paid1 year
Tellers
Blotters, teller sheets and ATM tapes2 years
Cash book and/or blotter2 years

Cash item register1 year
Cash tickets1 year
Cash transaction report over $10,0005 years
Cash transaction report under $10,0002 years
Currency shipment books3 years
Daily record of night depository bags1 year
Exchange tickets1 year
Interbranch clearings1 year
Machine tapes1 year
Over and short reports2 years
Return item register1 year
Recapitulation, with general ledger2 years
Stop payment notices1 year

SAFE DEPOSIT

Access tickets6 years
Contracts and/or signature cards, after closed6 years
Copies of rent receipts6 years
Correspondence3 years
Court orders and other records, after compliance6 years
Forced entry records6 years
Leases or contracts/closed accounts, after closed6 years
Ledger record of account6 years
Power of attorney6 years
Receipts for delivery of will, burial, plot deeds, insurance policies6 years
Records or reports of contents of opened boxes6 years
Record of sale to satisfy lien6 years

TIME DEPOSITS

Certificates of Deposit and Other Time Deposits
Certificates, after term6 years
Interest check register, after paid Ledger cards1 year
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Signature cards, after closed6 years
Taxpayer ID number, after redemption6 years
1099 form Transaction journal2 years
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Trial balance Withdrawal request1 year
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Savings Account

Deposit tickets
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Dormant accounts, after escheated6 years
Ledger cards
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
IRA account records, after closed6 years
New and closed accounts report1 year
Resolutions, authorizations, after close6 years
Signature cards6 years
1099 Forms2 years
Trial balance1 year
Transaction journal
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Withdrawals, receipts
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Teller sheets2 years
Passbooks, canceledDestroy
Undelivered statements, or escheat laws6 years
Statements, customer6 years
Powers of attorney6 years
Wire transfer debit and credit entries6 years
Club Accounts
Checks, canceled6 years
Check register6 years
Coupons, deposit tickets2 years
Transaction journal
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Ledger cards
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Signature cards, after closed6 years
Trial balance1 year
Withdrawal receipts
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Passbooks, CanceledDestroy

TRUST

Corporate

Bonds of indemnityPermanent
Bond ledger6 years
Brokers' purchase and sales confirmation7 years
Brokers' statement7 years
Canceled bondsReturn to originating company
Canceled couponsReturn to originating company
Canceled stock certificatesReturn to originating company
Corporate trust ledgersPermanent
Correspondence, after closing3 years
Dividend checks, after paid6 years
Dividend and coupon ledgerPermanent
Dividend and interest disbursement checks7 years
Dividend records cards, closed7 years
Receipts or disposition records for canceled stock certificates6 years
Registration journalsPermanent
Signature files, closed7 years
Stock transfer ledgerPermanent
Stock transfer memosReturn to originating company
Stock transfer receipts7 years
Stock transfer ledger7 years
Tax returnsPermanent
Transfer journalsPermanent
Transfer tax waivers7 years
Trust receipts for exchange or substitution of collateral7 years
Personal
Accounting for other fiduciaries and decrees of receipts and releasesPermanent
settling their accounts
Advices of payment, after closed6 years
Appraisals of real and personal property after closing10 years
Authorizations, directives, approvalsPermanent
Brokers' statements, after closed6 years
Buy and sell orders, after closed6 years
Cash ledger sheetsPermanent
Cash ticket balances1 year
Cash vouchers6 years
Coupon trust ledgerPermanent
Correspondence, after closing3 years
Coupon collection record6 years
Copies of willsPermanent
Daily debits and credits
(a) If a by-product of posting the general ledger2 years
(b) If used as original entry6 years
Federal and state estate tax returns and related papers, after closed10 years
Federal gift tax returns, after closed10 years
Federal nominees information return Form 10877 years
Investment ledgerPermanent
Journal sheetsPermanent
Legal opinions and related correspondencePermanent
Ledger recordsPermanent
Minutes of investment and trust committee meetingsPermanent
Paid bills, after closing6 years
Real estate mortgage documents and related materials, after closed7 years

Receipt for assets delivered, after closing7 years
Rent collection, mortgage and loan contract collections, after closing6 years
Safekeeping records, and receipts, after closing6 years
Security ledger sheetsPermanent
Security bondsPermanent
Trust check register6 years
Vouchers, probate trust6 years

DATA PROCESSING

Internal Control Documents
Input Logs3 Months After Examination
Output Logs3 Months After Examination
Run Books3 Months After Examination
Computer Operating Logs3 Months After Examination
Program Documentation
Program ModificationsLife of Program Plus One Year
Operators InstructionsLife of Program Plus One Year
Program ListingsLife of Program Plus One Year
Supporting Program DocumentationLife of Program Plus One Year
Program Test Data and ResultsLife of Program Plus One Year
Program Change LogLife of Program Plus One Year
Transaction Records
Punched Cards and Punched Paper Tape*Three Cycles
DiscThree Cycles
Magnetic TapeThree Cycles
Magnetic DrumThree Cycles
Magnetic CardsThree Cycles
Magnetic CellsThree Cycles
Floppy DiscThree Cycles
Computer Files From
On-Line Terminal*Three Cycles
On-Line CRT*Three Cycles

*If original document retained since last record needed for reconstruction plus three cycles.

Tenn. Comp. R. & Regs. 0180-02-.01

Original rule certified May 10, 1974. Repeal and new rule filed January 20, 1983; effective April 18, 1983. Amendment filed February 17, 1984; effective May 15, 1984.

Authority: T.C.A. §§ 45-2-616, 4-3-113(b), as amended (Public Chapter 216, May 3, 1983).