Retention and destruction of records

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 OptionalD- DestroyMonths- Figure with ''mos.''Years- FiguresPermanently- P I. ADMINISTRATIVEMINUTE BOOKSMinute books of directors', executive committees', stock-holders', and other meetings . . . . . PAUDITING AND ACCOUNTINGAccrual records . . . . . 1Audit copy of debits and credits to loans and discounts . . . . . 1Audit work papers . . . . . 3Bank call reports . . . . . 25Bank examiner's reports . . . . . PBudget work sheets . . . . . Opt.Daily reserve computations . . . . . 2Difference records . . . . . 6Earnings and dividends report . . . . . PMonthly reports to directors . . . . . PReports to executive committees . . . . . PSecurities vault, in and out tickets . . . . . 3Tax records . . . . . 25GENERAL LEDGERDaily statement of condition . . . . . PGeneral journal . . . . . 1General ledger . . . . . 25General ledger tickets . . . . . 10INSURANCE RECORDSBankers' blanket . . . . . 3Expired policies . . . . . 3Records of policies in force . . . . . 3Schedule of fire and other policies, and record of payment ofpremiums and sums recovered . . . . . 3INVESTMENTS - BANK'S PORTFOLIOBond ledger . . . . . PBrokers' confirmations . . . . . 3Brokers' statements . . . . . 3Descriptive literature on securities disposed of . . . . . OptBuy and sell orders . . . . . 3LOANS AND DISCOUNTSAudit copy of debits and credits to loans and discounts . . . . . 1Collateral cards . . . . . 10Collateral receipts . . . . . 10Collateral register . . . . . 10Collateral substitution slips (receipts) . . . . . 10Credit files (closed) . . . . . Opt.Daily reports . . . . . Opt.Debit and credit tickets . . . . . 10Journal . . . . . 10Liability ledger . . . . . 10Loan applications . . . . . Opt.Loan committee minutes . . . . . PMargin card . . . . . Opt.Note or discount register . . . . . 10Note or discount tickler . . . . . 2Resolutions (after loan is paid) . . . . . 6Payment receipts . . . . . 6PERSONNELAttendance record (after leaving service) inc. "hoursworked" . . . . . 5Salary ledger . . . . . 5Salary receipts . . . . . 5Records of employees:Applications, reference records, reports & results of exam-inations, service record, efficiency tests, etc., after leavingservice . . . . . PII. CASHDUE FROM BANKSAdvices from correspondents . . . . . 1Affidavits/bonds of indemnity for duplicate drafts issued . . . . . 10Bank statements . . . . . 2Drafts . . . . . 10Draft register . . . . . 10Reconcilements:Domestic . . . . . 2Foreign . . . . . 5Departmental or tellers proof sheets . . . . . 2PROOF OF CLEARINGSClearinghouse settlement sheets . . . . . 3 mos.Deposit proof sheets or tapes . . . . . 1In-clearing proof sheets . . . . . 1In-clearing tapes . . . . . 1Out-clearing proof sheets . . . . . 1Clearinghouse settlement checks . . . . . 10TELLERSCash item record . . . . . 2Cash item register . . . . . 2Receipts for return items . . . . . 1Return item carbons . . . . . 1Teller's cash books . . . . . Opt.Teller's cash tickets, orig. and carbon . . . . . 1Teller's recapitulation (with general ledger tickets) . . . . . 10Teller's scratch sheet or blotter . . . . . 3TRANSITOutgoing cash letters . . . . . 1Proof sheets . . . . . 1SAVINGS ACCOUNTSDeposits . . . . . 7Journals . . . . . 1Ledger cards or sheets . . . . . 7Control journal tapes . . . . . Opt.Window bookkeeping machine control tapes . . . . . Opt.Reports of accounts opened and closed . . . . . Opt.Resolution (after closed) . . . . . 7Signature cards (after closed) . . . . . 7Signatures power of attorney . . . . . 7Trial balances . . . . . 3 mos.Affidavits lost P/B . . . . . 7Withdrawal . . . . . 7Work sheets interest on time accounts . . . . . Opt.III. DEPOSITSCERTIFICATES OF DEPOSITCertificates (paid) . . . . . 7Ledger cards (paid) . . . . . 7Register (paid) . . . . . 7OFFICIAL CHECKS AND DRAFTSCashier's checks . . . . . 10Cashier's check register . . . . . 10Certified checks . . . . . 10Certified check register . . . . . 10Drafts . . . . . 10Draft stubs . . . . . Opt.Draft register . . . . . 10Expense checks . . . . . 10Expense check register . . . . . 10Expense vouchers . . . . . 10Letters of credit & documents . . . . . 10Receipts for certified checks . . . . . 10Requisitions . . . . . Opt.SAVINGS DEPOSITSDeposit tickets . . . . . 7Duplicate deposit tickets . . . . . Opt.Journal . . . . . 1Ledger cards or sheets . . . . . 7Control journal tapes . . . . . 1Passbooks (closed accounts) . . . . . DReports of accounts opened and closed . . . . . Opt.Resolutions (after account closed) . . . . . 7Signature powers of attorney . . . . . 7Trial balances . . . . . 1Withdrawal receipts . . . . . 7CHRISTMAS CLUBChecks . . . . . 7Check register . . . . . 7Coupons (deposit ticket) . . . . . 7Journal . . . . . 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 . . . . . 7Signature cards (after closed) . . . . . 7Trial balances . . . . . 1Withdrawal receipts . . . . . 7IV. MISCELLANEOUS COLLECTIONSCollection receipts, carbons of . . . . . 3Collection register . . . . . 3Coupon cash letters, outgoing . . . . . 3Coupon envelopes . . . . . Opt.Customers' file copies . . . . . 1Incoming collection letters . . . . . 3Installment contract or note records (after closing) . . . . . 10GENERALAffidavits . . . . . 10Applications for travelers' checks . . . . . 1Attachments, garnishments . . . . . 7Attachment releases . . . . . 7Change of address orders . . . . . 1Code books (not returned) . . . . . DCourt order (after case closed) . . . . . 10Court order memorandum record . . . . . 10Death notices . . . . . Opt.General correspondence . . . . . 3Incoming mail envelopes . . . . . Opt.Night depository records . . . . . 1Paid bills, statements and invoices . . . . . 1Receipts (ordinary) . . . . . 7Stenographer's note books and mechanical device records,and extra copies of letters . . . . . Opt.Telegrams, cable and radiogram copies . . . . . 3Telegraphic transfer receipts and records . . . . . 3Vault records, opening and closing . . . . . 6 mos.REGISTERED MAILInsurance declarations . . . . . Opt.Marine insurance books . . . . . Opt.Registered mail (incoming) record . . . . . 2Registered mail (outgoing) record . . . . . 2Return receipt cards . . . . . 1 V. U.S. SAVINGS BONDU.S. Savings Bond stubs, Series E . . . . . As required in federalregulations.U.S. Savings Bond Series E. applications . . . . . As required in federalregulations.(Memo: Applications must show bond numbers.File alphabetically by years). VI. DATA PROCESSING RECORDS 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 Grand- father* 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.