04 NCAC 16E .0302 RETENTION, REPRODUCTION AND DISPOSITION OF RECORDS
(a) Each savings institution shall take precautions to protect records from damage by fire, flood, or other hazards and to safeguard records from unnecessary deterioration as a result of excess heat, humidity, dryness, or lack of proper ventilation. Safeguards shall be maintained to protect records from access or removal by unauthorized persons.
(b) Each savings institution or branch office shall retain all records set forth in this Paragraph for the periods specified.
RECORDS TO BE MINIMUM RETENTION
RETAINED PERIOD (YRS.)
ACCOUNTING ‑ ASSOCIATION
Bank Statements and Reconcilements 5
Cancelled Checks 5
Check Vouchers or Stubs 5
Duplicate Deposit Slips 5
Expense and Paid Bills File 3
FHLB and State Reports 5
General and Subsidiary Ledgers 15
General and Other Journals 15
Original Entry Records 5
Pre‑authorized Bank Forms 5
Tellers' Cash Proof Sheets 2
Trial Balances 3
CORPORATE
Annual Reports to Supervisors 5
Attachments, Executions, and Releases 3
Audit Reports 3
Ballots and Proxy Votes of Members and Stockholders 3
Blanket Bonds T + 5
Certificate of Insurance P
Charter, Bylaws, and Amendments P
Claims, Court Orders, and Restraining Orders 10
Deeds, Leases, and Contracts; Titles to Vehicles T + 5
Examination Reports and Supervisory Letters 5
FHLB Membership Certificate P
Minute Books (Members, Stockholder, Directors, and Committees) P
N.C. Corporate Tax Forms 15
Pension Trust (IRS Ruling, Bylaws, and Trust Agreements) T + 5
Personal Property Tax Records 15
Social Security and Unemployment Tax Records 15
U.S. Corporate Income Tax Forms 15
DEPOSIT ACCOUNTS
Affidavits for Lost Passbook or Certificate P
Cancelled Savings Certificates 5
Deposit 5
Deposit Account Assignment or Transfer Records P
Deposit Account Loan Disclosures After Note "Paid" 2
Deposit Account Loan Notes R
Inheritance Tax Releases 10
Lost Instrument Bonds for Passbooks or Certificates P
No‑Mail Notice T + 4
Power of Attorney or Affidavits P
Returned 1099 Forms 6
Savings Certificates Record of Issue T + 5
Signature Card Files T + 5
Withdrawal Slips or Checks 5
INSURANCE
Directors and Officers Liability 10
Fire and Extended Coverage, Auto Errors and Omissions 3
Public Liability ‑ Workers Compensation 10
LOANS (Commercial, Consumer Credit, and Credit Cards)
Borrowers' Statement T + 3
Charged‑off Loan Records 10
Collateral Records 10
Customer Application T + 1
Disclosure Document 2
Interest Rebate Record T + 3
Liability Card or Ledger T + 3
Loan Ledger Cards T + 3
Loans Made Record T + 3
Loans Paid Record T + 3
Loan Proceeds Disbursement Records T + 3
Merchant Agreement ‑ Credit Card T + 2
Note and/or Loan Register P
Posting or Transaction Journal 3
Resolutions T + 3
Sales Tickets or Drafts ‑ Credit Card 3
Statement of Account ‑ Credit Card 5
MORTGAGE LOANS
Additional Collateral Agreement T + 3
Affidavits T + 3
Applications T + 3
Appraisals T + 3
Collection Records T + 3
Commitments T + 3
Construction Loan Agreement T + 3
Construction Loan Authorizations T + 3
Correspondence T + 3
Cost Estimates T + 3
Credit Reports T + 3
Disclosure and Recision T + 3
Escrow Agreements and Records T + 3
FHA Insurance Receipts T + 3
Flood Insurance Documentation T + 3
Inspection Reports T + 3
Loan Register P
Modifications T + 3
Mortgage Loan Disclosure Statement (Form HMDA‑1) 5
Paid Bills for Borrowers Construction T + 3
Settlement Statement T + 3
Signature Cards T + 3
Title Opinions T + 3
Waiver of Liens T + 3
MISCELLANEOUS
All Retirement Plan Accounts
All Related Forms and Documents T + 7
General Correspondence 3
Investments
Purchase and Sale T + 3
Register P
Safe‑Keeping Receipts T + 3
Mail Register 3
OSHA
OSHA Records and Reports 6
Personnel Records
Employment Applications
1. Hired T + 3
2. Not Hired 3
Group Insurance Records T + 6
Payroll Records 10
Time Cards 3
Purchases, Sales and Participation
Agreement T + 3
Remittance Report T + 3
Sale List T + 3
Safe Deposit Boxes
History Cards P
Lease Contracts T + 3
Rent Receipts 3
Savings Bonds
Applications 2
Duplicate Stubs 2
Letter of Transmittal of Bonds Redeemed 2
Monthly Report of Sales and Holdings 2
Travelers Checks
Applications 2
Consignment Receipts 2
REAL ESTATE OWNED
Appraisal T + 3
Contracts for Sale T + 3
Deeds T + 3
Notice of Intent to Foreclose T + 3
Leases T + 3
PMI Claims T + 3
Tax Records T + 3
Title Policies T + 3
Trustee's Report T + 3
KEY TO SYMBOLS USED
P ‑ Permanent
R ‑ Return to Customer After Termination of Contractual Relationship
T ‑ Termination (Closed, Paid‑off, or Settled)
History Note: Authority G.S. 54B-55; 54C‑53;
Temporary Adoption Eff. October 2, 1991 for a period of 180 days to expire on March 31, 1992;
Eff. February 15, 1992;
Amended Eff. November 1, 2017;
Pursuant to G.S. 150B-21.3A, rule is necessary without substantive public interest Eff. November 22, 2018.