Mo. Code Regs. Ann. tit. 20, § 1140-2.140
PURPOSE: Senate Bill 773, passed by the 84th General Assembly, enacted a new section 362.410, RSMo which requires the commissioner of finance to prescribe by rule minimum times for preservation of books and records. This rule states those times.
(1) The following Appendix A, included herein, lists the minimum times for preservation of books and records by state-chartered banks and trust companies. Where other law requires a longer retention, the greater period should be observed. Preservation on icroilm, microfiche or by means of electronic storage is acceptable.
APPENDIX A
Key to Abbreviations
p.s. or Opt.—Purpose Served or Optional D—Destroy Months—Figure with mos. Years—Figures Permanently—P
Minute Books
Minute books of directors, oaths of director’s nonresident directors’ consent to service, executive committees, stockholders’ and other meetings P
Auditing and Accounting
Accrual records 5 Audit work papers Auditing copy of debits and credits to loans and discounts Bank examiner’s reports Budget work sheets Daily reserve computation Difference records Monthly reports to directors Reconcilements of bank deposits (due to) Reports of condition and income Reconcilements register (due from) Reports to executive committees Securities vault, in and out tickets Tax records
Record of Employees
Applications, reference records, reports and results of examinations, service record, efficiency tests, after leaving service
Due From Banks
Advices from correspondents Affidavits/bonds of indemnity for duplicate drafts issued P Bank statements Departmental or tellers’ proof sheets Drafts Draft register Reconcilements
Proof of Clearings
Clearinghouse settlement checks Clearinghouse settlement sheets Deposit proof/sheets or tapes In-clearing proof/sheets In-clearing tapes Out-clearing proof/sheets On U.S. checks
Tellers
Cash item record Cash item register Receipts for return items Return item carbons Tellers’ cash books Tellers’ cash tickets, original and carbon Tellers’ recapitulation (with general ledger tickets) Tellers’ scratcher or blotter
Transit
Outgoing cash letters Photographic or electronic storage media Proof/sheets
Account Analysis
Analysis work sheets or cards Average balance cards Interest computation records 3 Service charge records P Trial balances
1 Bank (due to) Deposits
5 Advice of debit and credit and memo entries 3 Cash letters P Cash letters for remittance 5 Copies of advices of deposit 3 mos.
3 Capital
Capital stock certificates, records or stubs Capital stock ledger Capital stock transfer register Dividend checks Dividend register
6 Profit and loss records Proxies Register of and cancelled certificates
General Ledger
2 Daily statement of condition General journal 2 General ledger General ledger tickets
7 Insurance Records
Bankers blanket bond (after expiration) Expired policies (except liability) Expired policies (liability)
7 Records of policies in force 2 Schedule of fire and other policies and record of 2 payment of premiums and sums recovered
2 Investments—Bank’s Portfolio
7 Bond ledger Brokers’ confirmations Ledger journal Reconcilements Reports of accounts, opened and closed 5 Resolutions (after account closed) 2 Signature cards (after account closed) 2 Trial balances
2 Certificates of Deposit
2 Certificates (paid) Ledger cards (paid) Register (paid)
Commercial and Individual Deposits
Bookkeepers’ daily list of checks charged in total Checkbook orders Opt. Copies of advices of deposit Daily report of overdrafts Deposit tickets Duplicate deposit tickets Opt.
2 Individual ledger journal P P P
P P
P Individual ledgers Reports of accounts opened and closed Resolutions (after account closed) Signature cards (after account closed) Signature power of attorney (after account closed) Statement mailing order (after account closed) Statement receipt cards (after account closed) Statement stubs Stop payment orders (after release) Trial balances Unclaimed deposits Undelivered statements and cancelled checks
Official Checks and Drafts
Cashiers’ check register Cashiers’ checks Certified checks Certified check register Draft stubs Draft register Drafts Expense check register Expense checks Expense vouchers Letters of credit and documents Receipts for certified checks Requisitions Unclaimed checks and drafts
Savings Deposits
Deposit tickets Duplicate deposit tickets Journal Ledger cards or sheets NCR control journal tapes Passbooks (closed accounts) Reports of accounts opened and closed Resolutions (after account closed) Signature cards (after account closed) Signature powers of attorney Trial balances Trial balances showing semiannual interest Unclaimed deposits Withdrawal receipts
Collections
Collection receipts, carbons of Collection register Coupon cash letters, outgoing Coupon envelopes Customers’ file copies Incoming collection letters Installment contract or note records (after closing)
Customer Service
Brokers’ confirmations Brokers’ invoices Brokers’ statements Escrow records (after closing) Safekeeping records and receipts 2 Securities buy and sell orders
7 General
Opt. Affidavits Opt. Applications for travelers’ checks 2 Attachment releases 2 Attachments, garnishments 2 Brokers’ invoices P Brokers’ statements 7 Buy and sell orders Change of address orders Code books (not returned) Court order (after case closed) Court order memorandum record Death claim files 7 Descriptive literature on securities disposed of 7 Foreign exchange remittance sheets or books Opt. (after issue) 7 General correspondence 7 Incoming mail envelopes 7 Night depository records 7 Paid bills, statements and invoices 5 Protest notices 5 Receipts for checkbooks 7 Receipts (ordinary) Opt. Stenographers’ notebooks and mechanical device P records and extra copies of letters Telegrams, cable and radiogram copies Telegraphic transfer receipts and records Trust records of final entry 7 Unclaimed property Opt. Vault records, opening and closing
7 Loans and Discounts
Opt. Audit copy of debits and credits to loans and discounts 2 Collateral register and receipts 7 Collateral substitution slips (receipts) 7 Credit files (closed) 7 Daily reports 2 Debit and credit tickets Journal P Liability ledger 7 Loan applications Loan committee minutes Margin cards Note or discount register Note or discount tickler Payment receipts Opt. Resolutions (after loan is paid)
3 Personnel
Opt. 3 Attendance record (after leaving service) including hours worked Salary ledger Salary receipts
Registered Mail
2 Insurance declarations 2 Registered mail (incoming) record 7 Registered mail (outgoing) record P
P
Opt.
D
Opt.
Opt. Opt.
Opt.
P
6 mos.
Opt. Return receipt cards 7
Safe Deposit Vault
Access tickets (after entry date) 7 Ledger record of account Opt. Leases or contracts (closed) 7 Rent receipts Opt. Storage receipts 7
U.S. Savings Bonds stubs, Series EE 2 U.S. Savings Bonds Series EE applications 7 (Note: Applications must show bond numbers. File alphabetically by years.)
AUTHORITY: sections 361.105 and 362.410, RSMo 2000.* This rule originally filed as 4 CSR 140-2.140. Original rule filed Aug. 3, 1988, effective Nov. 11, 1988. Amended: Filed Jan. 16, 2003, effective Aug. 30, 2003. Moved to 20 CSR 1140-2.140, effective Aug. 28, 2006. *Original authority: 361.105, RSMo 1967, amended 1993, 1994, 1995 and 362.410, RSMo 1939, amended 1967, 1988.