chapter-665•NAC Chapter 665 — Banks: Examination and Reports
NAC 665.010 Retention of records: Requirements.
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Each period of retention starts with the date of the final transaction, the closing date of the account or the payment date of the official check.
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If a record (or printout) generated by a computer can be related to a record listed in NAC 665.020, the bank shall retain the record so generated for the period listed for the related record.
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The period of retention for any record which is not listed in NAC 665.020 and constitutes a bank’s internal work form may be set by the bank to meet its auditing requirements.
History
- [Banking Div., Retention of Records Reg. subsecs. 2-4, eff. 12-14-78]
NAC 665.020 List of business records to be retained.
Every state bank shall retain its business records for the periods prescribed in the following schedule:
| Type of Record | Period of Retention | ||
|---|---|---|---|
| Months | Years | Permanent | |
| Administration: | |||
| Articles of incorporation | P | ||
| Charter | P | ||
| FDIC certificate | P | ||
| Bylaws and amendments | P | ||
| Bank examination report | P | ||
| Charge-off asset record | 7 | ||
| Insurance: | |||
| 1. Expired casualty and liability policies | 2 | ||
| 2. Record of policies in force | 3 | ||
| 3. Banker blanket bond | 6 | ||
| Minutes of meeting | |||
| (Stockholders, directors, committees) | P | ||
| Accounting and auditing: | |||
| Abandoned property records | |||
| Accounts | P | ||
| Official checks | P | ||
| List of contents of forced safe deposit boxes | P | ||
| Accrual and amortization record | 2 | ||
| Audit report | 2 | ||
| Call report | 3 | ||
| Daily branch statement | 2 | ||
| Consolidated financial statement | P | ||
| Daily reserve computation | 3 | ||
| FDIC assessment computation | 5 | ||
| Income and dividend report | 5 | ||
| Report to directors | 6 | ||
| Report to executive committee | 6 | ||
| Tax records | 7 | ||
| Bills, statements, invoices | 3 | ||
| Capital: | |||
| Capital stock certificates, record of or stubs of | P | ||
| Capital stock ledger | P | ||
| Capital stock transfer register | P | ||
| Shareholders’ ballots and proxies | P | ||
| Receipts for stock certificates | P | ||
| Collections: | |||
| Collection receipt | 6 | ||
| Collection register | 6 | ||
| Coupon cash letter (outgoing or incoming) | 6 | ||
| Correspondence | 2 | ||
| Protest or notice of protest | 6 | ||
| Installment collection instruction and receipt | 6 | ||
| Installment collection ledger | 6 | ||
| Advice of payment | 6 | ||
| Commercial loans: | |||
| Collateral receipt | 7 | ||
| Credit file (closed) | 6 | ||
| Debit and credit tickets | 2 | ||
| Liability ledger | 5 | ||
| Loan application | 5 | ||
| Minutes of loan committee meeting | 10 | ||
| Resolution | 6 | ||
| Statement of borrower under federal regulation (U, W) | 6 | ||
| Consumer credit: | |||
| Application for credit | 25 | ||
| Credit file | 25 | ||
| Loan payment coupon | 1 | ||
| Loan ledger card | 6 | ||
| Loans made journal | 6 | ||
| Resolution | 6 | ||
| Credit cards: | |||
| Application | 3 | ||
| Statement | 6 | ||
| Closed account | 2 | ||
| Demand deposits: | |||
| Microphotographic reproduction of front and back of paid check | 6 | ||
| Deposit ticket | 6 | ||
| Resolution | 6 | ||
| Power of attorney | 6 | ||
| Signature card | 6 | ||
| Stop payment order | 1 | ||
| Undelivered statements and canceled checks | 6 | ||
| Returned items register | 1 | ||
| Statement or ledger | 6 | ||
| Due from banks: | |||
| Advice from correspondent | 6 | ||
| Statement | 2 | ||
| Reconcilement | 1 | ||
| Due to banks: | |||
| Reconcilement | 1 | ||
| Resolution | 6 | ||
| Signature card | 6 | ||
| General: | |||
| Application for traveler’s checks | 2 | ||
| Attachment or garnishment | 2 | ||
| Court case record | 2 | ||
| General correspondence | 3 | ||
| Night depository agreement | 6 | ||
| Night depository receipt | 1 | ||
| Securities buy and sell order | 6 | ||
| Telegram, cable or radiogram | 3 | ||
| Report of treasury tax and loan payment received | 8 | ||
| Wire transfer, debit and credit entry | 2 | ||
| General ledger: | |||
| Daily statement of condition | 5 | ||
| Journal | 2 | ||
| General ledger sheet | P | ||
| General ledger ticket (debit or credit) | 5 | ||
| International: | |||
| Cable copy | 6 | ||
| Cable requisition | 6 | ||
| Foreign collection register | 6 | ||
| Foreign draft carbon | 6 | ||
| Foreign exchange remittance sheet | 6 | ||
| Foreign mail transfer application | 6 | ||
| Foreign mail transfer carbon | 6 | ||
| Letter of credit application | 6 | ||
| Letter of credit ledger | 6 | ||
| Investments: | |||
| Bond ledger | P | ||
| Broker’s confirmation | 2 | ||
| Broker’s invoice | 2 | ||
| Broker’s statement | 3 | ||
| Official checks and drafts: | |||
| Cashier’s check | 6 | ||
| Cashier’s check register | 6 | ||
| Dividend check | 6 | ||
| Dividend check register | 6 | ||
| Christmas club check | 2 | ||
| Christmas club check register | 2 | ||
| Domestic draft | 6 | ||
| Domestic draft register | 6 | ||
| Escrow check | 6 | ||
| Escrow check register | 6 | ||
| Expense check | 6 | ||
| Expense check register | 6 | ||
| Money order | 6 | ||
| Money order register | 6 | ||
| Trust check | 6 | ||
| Affidavit and indemnity agreement-lost instrument | 6 | ||
| Personnel: | |||
| Attendance record | 5 | ||
| Records of employee (after termination) | 6 | ||
| Application of person not employed | 3 | ||
| Salary ledger | 5 | ||
| Salary receipt | 5 | ||
| Proof, clearings and transit: | |||
| Deposit proof sheet or tapes | 2 | ||
| In-clearings envelope, proof sheet or tape | 2 | ||
| Microphotographic reproduction of checks | 6 | ||
| Real estate loans: | |||
| Application | 3 | ||
| Journal | 2 | ||
| Ledger | 6 | ||
| Credit file | 6 | ||
| Payment ticket | 2 | ||
| Registered mail: | |||
| Registered mail record | 3 | ||
| Return receipt card | 3 | ||
| Safe deposit: | |||
| Signature card | 6 | ||
| Copy of rent receipt | 2 | ||
| Court order | 6 | ||
| Contract card | 6 | ||
| Record of forced entry | P | ||
| Order to forward contents | P | ||
| List of contents forced box | P | ||
| Entry ticket | 6 | ||
| Box history card | P | ||
| Savings and time deposits: | |||
| Affidavit of lost passbook | 6 | ||
| Certificate of deposit | 6 | ||
| Christmas club coupon | 2 | ||
| Deposit ticket | 6 | ||
| Ledger | 6 | ||
| Resolution | 6 | ||
| Trial balance | 6 | ||
| Statement | 6 | ||
| Withdrawal | 6 | ||
| Power of attorney | 6 | ||
| Trust department: | |||
| Buy and sell orders | 1 | ||
| Corporation trust ledger | P | ||
| Correspondence: | |||
| 1. Corporate trust (bond issue) | 3 | ||
| 2. Dividend | 3 | ||
| 3. General | 3 | ||
| 4. Irregular transfer | 3 | ||
| Cost card, securities | 6 | ||
| Coupon collection record | 2 | ||
| Daily statement of trust department | 3 | ||
| Dividend record card (closed) | 8 | ||
| Dividend and interest disbursement check | 6 | ||
| Journal sheet, accounting division and stock transfer | 5 | ||
| Ledger record, asset ledger, cash ledger, investment ledger, stock transfer ledger and mutual income foundation ledger | 6 | ||
| Listing for Form 1099 | 1 | ||
| Minutes, trust committee and trust investment committee | P | ||
| Original trust entry (daily debit and credit) | 5 | ||
| Paid invoices to tradesmen or professional persons (excluding attorneys) | 3 | ||
| Rent collection, mortgage and land | 6 | ||
| Contract collection (file accountant’s copy) | 6 | ||
| Stock transfer receipt | 6 | ||
| Supporting papers for transfer | 10 | ||
| Surety bond | 10 | ||
| Tax return | 6 | ||
| Estate tax return | 15 | ||
| Intangible tax return | 2 | ||
| Social security return | 5 | ||
| Transfer instructions | 5 | ||
| Transfer journal tape | 2 | ||
| Voucher, probate trust | 3 | ||
| Canceled bond or coupon: | |||
| 1. Receipt from issuing corporation | P | ||
| 2. Certificate of cremation | P | ||
| United States savings bonds: | |||
| Transmittal letter for bonds redeemed, sold or spoiled | 4 | ||
| Stub, Series E bond | 4 | ||
| Application, Series E bond | 4 |
History
- [Banking Div., Retention of Records Reg., eff. 12-14-78]
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