4 N.C. Admin. Code 16E.0302
RECORDS TO BE RETAINED | MINIMUM RETENTION 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 LOANS (Commercial, Consumer Credit, and Credit Cards) | 10 |
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 |
P - | Permanent |
R - | Return to Customer After Termination of Contractual Relationship |
T - | Termination (Closed, Paid-off, or Settled) |
04 N.C. Admin. Code 16E .0302
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.
Statutory Authority G.S. 54C-53;
Eff. February 15, 1992