Tenn. Comp. R. & Regs. 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 reports | 7 years |
Audit work papers | 3 years |
Bank call reports | Permanent |
Bank examiner reports | Permanent |
Charge-off asset records | 6 years |
Daily reserve computation | 1 year |
Depreciation records, (after life of asset) | 3 years |
Difference records | 3 years |
Directors' examination reports | Permanent |
Earnings and dividends report to supervisory agencies | Permanent |
Unclaimed Property reports (Escheat records) | Permanent |
Reserve for losses on loans to banks | Permanent |
Securities value "in and out" tickets | 6 years |
Statement of condition | Permanent |
Capital | |
Capital stock certificates, records and stubs | Permanent |
Capital stock ledger | Permanent |
Capital stock transfer ledger | Permanent |
Dividend check register | 6 years |
Dividend checks, paid | 6 years |
Proxies | 6 years |
Receipt for stock certificates if issued | Permanent |
Register of an cancelled certificates (bank) | Permanent |
Shareholder list | Permanent |
Statement of beneficial ownership | Permanent |
Corporate | |
Charged off records | 6 years |
Corporate by-laws | Permanent |
Court case records, after case has been terminated | 6 years |
Incorporation papers | Permanent |
Minutes of directors' meetings, stockholders' meetings, and committees of the board | Permanent |
Records of bank's executive officers and | 3 years |
shareholders' indebtedness to the bank's correspondents, after paid | |
Records of loans to executive officers, directors , principal shareholders and officers, after paid | 3 years |
Records of outside business interests of bank's executive officers, directors, and principal shareholders, after length of services | 3 years |
General Ledger | |
General Ledger | Permanent |
General Journal | Permanent |
Daily statement of condition General ledger sheets/cards | Permanent |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
General ledger tickets-debits and credits entries | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Transactions journals | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Insurance | |
Blanket bond, after termination | 6 years |
Casualty liability policies, expired | 6 years |
Insurance schedules, records of premium payments and recoveries, expired | 3 years |
Records of policies in force | 3 years |
COLLECTIONS/CONTRACTS
Collection receipts | 3 years |
Collection register | 3 years |
Collection letters, incoming | 3 years |
Collection letter, outgoing | 3 years |
Coupon, envelope | 1 year |
Customers' file copies | 1 year |
Instalment contract of note records, after paid | 2 years |
Obsolete and uncalled for collections, after escheated | 6 years |
Due from | |
Advices from correspondents | 1 year |
Bank statements | 6 years |
Drafts | 6 years |
Draft register | 6 years |
Reconcilement letters | 1 year |
Transit letters | 1 year |
Due to | |
Copies of advices of debits or credits | 1 year |
Drafts | 6 years |
Incoming cash letter memos for credit | 1 year |
Incoming cash letters for remittance | 1 year |
Ledger cards or journal | 1 year |
Proof sheets | 1 year |
Reconcilement register | 1 year |
Reconcilement verification | 1 year |
Report of accounts - opened and closed | 1 year |
Resolutions, after closed | 6 years |
Signature cards, after closed | 6 years |
Trial balances | 1 year |
Undelivered statements and canceled checks | 6 years |
Night depository agreement, after closing | 6 years |
Night depository receipts | 6 years |
Safekeeping records and receipts | 6 years |
Series E bond stubs and reports | 2 years |
Wire transfer debit and credit entries | 6 years |
DEMAND DEPOSIT ACCOUNTS/NOW ACCOUNTS
Average balance report | 1 year |
Batch proof | 1 year |
Bookkeeping list of checks charged in total | 6 years |
Checks paid | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Closed account report | 1 year |
Deposit tickets (copy) | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Dormant accounts, after escheated | 6 years |
Inactive/dormant/restrained account reports | 1 year |
Individual ledgers (if no statement copy) | 6 years |
Large transaction report | 1 year |
Name and address change report | 2 years |
New account report | 1 year |
Overdraft/NSF Report | 1 year |
Overdraft loan agreement | 6 years |
Record of currency transactions more than $10,000 | 5 years |
Resolutions, authorizations, after closed | 6 years |
Return item record | 1 year |
Signature cards (after closed) | 6 years |
Statement mailing order, after closed | 2 years |
Statement receipt cards | 2 years |
Statements, customers | 6 years |
Statement stubs | 2 years |
Stop payment orders | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Stop payment report | 1 year |
Transaction journal | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Trial balance | 1 year |
Uncollected funds reports | 1 year |
Undelivered statement and canceled checks | 6 years |
Wire transfer debit and credit entries | 6 years |
Zero balance report | 1 year |
INTERNATIONAL
Cable copies of foreign money transfers | 6 years |
Foreign asset control record, after closed | 2 years |
Foreign collection letters (Registers) | 6 years |
Foreign draft applications | 6 years |
Foreign exchange remittance sheets or books, after issue | 6 years |
Foreign mail transfer applications | 6 years |
Foreign mail transfers | 6 years |
Letter of credit applications and supporting documents | 6 years |
Letter of credit ledger sheets | 6 years |
Reconcilement of bank deposits, due from | 1 year |
Reconcilement of bank deposits, due to | 1 year |
Reports of foreign financial accounts | 5 years |
INVESTMENTS
Investment Ledger | Permanent |
Bond amortization records | 6 years |
Bond ledger, after disposition | 6 years |
Brokers' confirmations and invoices, after disposition | 6 years |
Broker's statement, after disposition | 6 years |
Credit information used to evaluate public and investment securities | Until sold |
Descriptive literature on currently owned securities | 6 years |
Safekeeping receipts-bank investments | 6 years |
Safekeeping records and receipts | 6 years |
Securities buy and sell orders | 6 years |
Securities transactions | 3 years |
LOANS
Bank Cards | |
Applications, approved after closed | 6 years |
Charged off loan records | 6 years |
Daily debits and credits | 1 year |
Merchants agreement Sales tickets or drafts | 6 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Statements, cardholders | 6 years |
Statements, merchants | 6 years |
Stop lists | 1 year |
Teller sheets | 2 years |
Trial balance | 1 year |
Transaction journal | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Resolutions, after closed | 6 years |
Commercial Loans | |
Annual reports and customer statements | 6 years |
Collateral pledge agreements, after close of loan | 1 year |
Collateral cards or register | 6 years |
Collateral receipts, after close of loan | 6 years |
Credit files, after close of loan | 6 years |
Debit and credit tickets (coupons) | 1 year |
Disclosure records | 3 years |
Hypothecation agreements, after close | 6 years |
Liability ledger | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Loan applications, after term of loan | 6 years |
Loan disbursement vouchers-cash receipts | 6 years |
Loan committee minutes | 6 years |
Margin cards | 3 years |
Note and discount register | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Overdraft loan agreement | 6 years |
Pledge agreement and pledge consent | 6 years |
Resolutions, after payment of loan | 6 years |
Transaction journal | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Trial balance | 1 year |
Installment/Consumer Loans | |
Applications, approved, after closed | 2 years |
Canceled notes | 3 years |
Charged off notes | 6 years |
Collateral records and receipts | 6 years |
Consumer credit drafts | 6 years |
Coupons-loan payments | 6 years |
Credit files, after closed | 6 years |
Credit information card | 3 years |
Daily proof sheets | 1 year |
Dealer ledger | 2 years |
Ledger card, paid out | 6 years |
Liability ledger | 6 years |
Note or discount tickler Note register | 2 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
New loan journal | 6 years |
Overdraft loan agreement, after closed | 6 years |
Student loan records, after paid | 3 years |
Teller sheets | 2 years |
Transaction journal | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Rebate receipts | 6 years |
Resolutions, after loan is paid | 6 years |
Trial balance | 1 year |
Real Estate LoansAnnual reports and customers' statements | 6 years |
Court case records, after case is terminated | 6 years |
Foreclosure records | 6 years |
Ledger cards, paid out | 6 years |
Liability ledger | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Loan credit files, after closed | 6 years |
Mortgage payments | 1 year |
Mortgage receipts | 1 year |
Remittances, service mortgages | 6 years |
Trial balance | 1 year |
Teller sheets | 2 years |
Insurance tickler, after close of loan Transaction journal | 1 year |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
OFFICIAL CHECKS, MONEY ORDERS, CERTIFIED CHECKS AND DRAFTS
Cashier's checks, paid | 6 years |
Cashier's check register, after payment |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Certified checks or receipts, paid Certified check register, after payment | 6 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Drafts, canceled Draft register, after payment | 6 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Expense checks, canceled Expense check register, after payment | 6 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Expense vouchers or invoices | 6 years |
Money orders, bank or personal, paid Money order register, after payment | 6 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Official checks, paid Official checks register, after payment | 6 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
OPERATIONS
Proof, Clearings and Transit | |
Advices of corrections to deposits | 2 years |
Clearing house settlement sheets | 1 year |
Copies of advices of corrections | 1 year |
Departmental or tellers' proof sheets | 1 year |
Deposit proof sheets or tapes | 1 year |
Inclearings envelopes, proof sheets or tapes | 1 year |
Outclearing proof sheets or tapes | 1 year |
Outgoing cash letters | 1 year |
Proof sheets, transit | 1 year |
Return item letters, checks not paid | 1 year |
Tellers | |
Blotters, teller sheets and ATM tapes | 2 years |
Cash book and/or blotter | 2 years |
Cash item register | 1 year |
Cash tickets | 1 year |
Cash transaction report over $10,000 | 5 years |
Cash transaction report under $10,000 | 2 years |
Currency shipment books | 3 years |
Daily record of night depository bags | 1 year |
Exchange tickets | 1 year |
Interbranch clearings | 1 year |
Machine tapes | 1 year |
Over and short reports | 2 years |
Return item register | 1 year |
Recapitulation, with general ledger | 2 years |
Stop payment notices | 1 year |
SAFE DEPOSIT
Access tickets | 6 years |
Contracts and/or signature cards, after closed | 6 years |
Copies of rent receipts | 6 years |
Correspondence | 3 years |
Court orders and other records, after compliance | 6 years |
Forced entry records | 6 years |
Leases or contracts/closed accounts, after closed | 6 years |
Ledger record of account | 6 years |
Power of attorney | 6 years |
Receipts for delivery of will, burial, plot deeds, insurance policies | 6 years |
Records or reports of contents of opened boxes | 6 years |
Record of sale to satisfy lien | 6 years |
TIME DEPOSITS
Certificates of Deposit and Other Time Deposits | |
Certificates, after term | 6 years |
Interest check register, after paid Ledger cards | 1 year |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Signature cards, after closed | 6 years |
Taxpayer ID number, after redemption | 6 years |
1099 form Transaction journal | 2 years |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Trial balance Withdrawal request | 1 year |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Savings Account |
Deposit tickets | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Dormant accounts, after escheated | 6 years |
Ledger cards | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
IRA account records, after closed | 6 years |
New and closed accounts report | 1 year |
Resolutions, authorizations, after close | 6 years |
Signature cards | 6 years |
1099 Forms | 2 years |
Trial balance | 1 year |
Transaction journal | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Withdrawals, receipts | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Teller sheets | 2 years |
Passbooks, canceled | Destroy |
Undelivered statements, or escheat laws | 6 years |
Statements, customer | 6 years |
Powers of attorney | 6 years |
Wire transfer debit and credit entries | 6 years |
Club Accounts | |
Checks, canceled | 6 years |
Check register | 6 years |
Coupons, deposit tickets | 2 years |
Transaction journal | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Ledger cards | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Signature cards, after closed | 6 years |
Trial balance | 1 year |
Withdrawal receipts | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Passbooks, Canceled | Destroy |
TRUST
Corporate |
Bonds of indemnity | Permanent |
Bond ledger | 6 years |
Brokers' purchase and sales confirmation | 7 years |
Brokers' statement | 7 years |
Canceled bonds | Return to originating company |
Canceled coupons | Return to originating company |
Canceled stock certificates | Return to originating company |
Corporate trust ledgers | Permanent |
Correspondence, after closing | 3 years |
Dividend checks, after paid | 6 years |
Dividend and coupon ledger | Permanent |
Dividend and interest disbursement checks | 7 years |
Dividend records cards, closed | 7 years |
Receipts or disposition records for canceled stock certificates | 6 years |
Registration journals | Permanent |
Signature files, closed | 7 years |
Stock transfer ledger | Permanent |
Stock transfer memos | Return to originating company |
Stock transfer receipts | 7 years |
Stock transfer ledger | 7 years |
Tax returns | Permanent |
Transfer journals | Permanent |
Transfer tax waivers | 7 years |
Trust receipts for exchange or substitution of collateral | 7 years |
Personal | |
Accounting for other fiduciaries and decrees of receipts and releases | Permanent |
settling their accounts | |
Advices of payment, after closed | 6 years |
Appraisals of real and personal property after closing | 10 years |
Authorizations, directives, approvals | Permanent |
Brokers' statements, after closed | 6 years |
Buy and sell orders, after closed | 6 years |
Cash ledger sheets | Permanent |
Cash ticket balances | 1 year |
Cash vouchers | 6 years |
Coupon trust ledger | Permanent |
Correspondence, after closing | 3 years |
Coupon collection record | 6 years |
Copies of wills | Permanent |
Daily debits and credits | |
(a) If a by-product of posting the general ledger | 2 years |
(b) If used as original entry | 6 years |
Federal and state estate tax returns and related papers, after closed | 10 years |
Federal gift tax returns, after closed | 10 years |
Federal nominees information return Form 1087 | 7 years |
Investment ledger | Permanent |
Journal sheets | Permanent |
Legal opinions and related correspondence | Permanent |
Ledger records | Permanent |
Minutes of investment and trust committee meetings | Permanent |
Paid bills, after closing | 6 years |
Real estate mortgage documents and related materials, after closed | 7 years |
Receipt for assets delivered, after closing | 7 years |
Rent collection, mortgage and loan contract collections, after closing | 6 years |
Safekeeping records, and receipts, after closing | 6 years |
Security ledger sheets | Permanent |
Security bonds | Permanent |
Trust check register | 6 years |
Vouchers, probate trust | 6 years |
DATA PROCESSING
Internal Control Documents | |
Input Logs | 3 Months After Examination |
Output Logs | 3 Months After Examination |
Run Books | 3 Months After Examination |
Computer Operating Logs | 3 Months After Examination |
Program Documentation | |
Program Modifications | Life of Program Plus One Year |
Operators Instructions | Life of Program Plus One Year |
Program Listings | Life of Program Plus One Year |
Supporting Program Documentation | Life of Program Plus One Year |
Program Test Data and Results | Life of Program Plus One Year |
Program Change Log | Life of Program Plus One Year |
Transaction Records | |
Punched Cards and Punched Paper Tape* | Three Cycles |
Disc | Three Cycles |
Magnetic Tape | Three Cycles |
Magnetic Drum | Three Cycles |
Magnetic Cards | Three Cycles |
Magnetic Cells | Three Cycles |
Floppy Disc | Three 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.
Notes
Authority: T.C.A. ยงยง 45-2-616, 4-3-113(b), as amended (Public Chapter 216, May 3, 1983).
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.
No prior version found.