Section 3.06.010. 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 Optional 
D                  - Destroy 
Months             - Figure with "mos." 
Years              - Figures 
Permanently        - P 
 I. ADMINISTRATIVE 
MINUTE BOOKS 
     Minute books of directors', executive committees', stock- 
         holders', and other meetings ......................................P 
AUDITING AND ACCOUNTING 
     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 bonds ................................................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 cards .......................................................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 
 II. CASH 
DUE FROM BANKS 
     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 
     Clearinghouse settlement sheets ..................................3 mos. 
     Deposit proof sheets or tapes .........................................1 
     In-clearing proof sheets ..............................................1 
     In-clearing tapes .....................................................1 
     Out-clearing proof sheets .............................................1 
     Clearinghouse 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 bookkeeping 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. 
 III. DEPOSITS 
    CERTIFICATES OF DEPOSIT 
     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 
 IV. MISCELLANEOUS COLLECTIONS 
     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 
 V. U.S. SAVINGS BOND 
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). 
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 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.  

Authorities

06.15.010

Notes

Authority

AS 06.15.010(b) Editor's note: *Grandfather is a three-day-old tape/disk. Grandfather - Monday Father - Tuesday Son - Wednesday ________________________

History

Eff. 12/13/70, Register 36