Title 7

Citation: O.C.G.A. Section 7-1-487 Audits and Financial Reports.
Regulating Agency: Department of Banking and Finance.
Requirement: To keep in the files of the bank or trust company a signed copy of the annual C.P.A. audit.
Persons Affected: The members of the boards of directors of banks and trust companies.
Retention Period: Not stated, but see Rule 80-10-1-.01.

Banks and Trust Companies, Shareholders of

Citation: O.C.G.A. Section 7-1-439 Books and Records.
Regulating Agency: Department of Banking and Finance.
Requirement: To keep correct and complete books and records of account; to keep minutes of the proceedings of its shareholders, board of directors, and committees of directors; and to keep at its registered office or principal place of business or at the office of its transfer agent or registrar a record of its shareholders, giving the names and addresses of all shareholders and the number, class, and series, if any, of the shares held by each.
Persons Affected: Banks and trust companies.
Retention Period: Not stated, but see Rule 80-1-3-.02 and Rule 80-10-1-.01.

Citation: Rule 80-1-3-.01 Minimum Requirements for Books and Records. Amended.
Regulating Agency: Department of Banking and Finance.
Requirement: (1) To Maintain for each business day a Daily Statement properly supported by a General Ledger showing daily activity to each asset, liability, and capital account; (2) to maintain and balance to the controlling amount in the General Ledger at least monthly the following subsidiary ledgers: Investment Register, Liability, Ledger, Installment Loan Ledger, Cash Item Register, Deposit Ledgers, Income and Expense Registers, Overdrafts, and Charged Off Assets; (3) to maintain a register of all items held for safekeeping by a bank for its customers other than items maintained in a safe deposit box under the sole control of the customer; and (4) to maintain a reconcilement book on each of its correspondent bank accounts with other banks.
Persons Affected: Banks.
Retention Period: The retention periods for different items vary. See Rule 80-10-1-.01 for a detailed records retention schedule.
Related Code Sections: O.C.G.A. Section 7-1-439 and Rule 80-10-1-.01.

Cashing Checks, Drafts, or Money Orders for Consideration

Citation: O.C.G.A. Section 7-1-705 Notice of Charges to be Posted by Licensee; Record-keeping Requirements, etc..
Regulating Agency: Department of Banking and Finance.
Requirement: To keep and use in business such books, accounts, and records as the department may require to carry into effect the provisions of Article 4A and the rules and regulations.
Persons Affected: Licensees under Article 4A.
Retention Period: At least two years.

Credit Unions, Operation and Regulation of

Citation: O.C.G.A. Section 7-1-657 Duties of Supervisory Committee; Inspections; Comprehensive Annual Audits.
Regulating Agency: Department of Banking and Finance.
Requirement: To preserve with the records of the credit union a copy of the annual comprehensive audit of the credit union.
Persons Affected: The supervisory committees of credit unions.
Retention Period: Not stated, but see Rule 80-10-1-.01.

Citation: Rule 80-2-1-.01 General Requirements for Accounting Procedures.
Regulating Agency: Department of Banking and Finance.
Requirement: To maintain a complete and accurate account of all assets (whether in the credit union's name or in the name of another person), liabilities, borrowings, security interests in its assets, income, expenses, capital gains, and losses.
Persons Affected: Credit unions having assets of $5,000,000 or more.
Retention Period: The retention periods for different items vary. See Rule 80-10-1-.01 for a detailed retention schedule.
Related Code Sections: O.C.G.A. Section 7-1-657 and Rules 80-2-1-.02 and 80-10-1-.01.

Citation: Rule 80-2-1-.02 Minimum Requirements for Books and Records.
Regulating Agency: Department of Banking and Finance.
Requirement: To maintain a Securities Register, Loan Ledgers, Deposit Ledgers, Income and Expense Register, Cash Items Register, Charged-Off Assets record, Safekeeping Register, Reconcilement Records, and Overdrafts records.
Persons Affected: Credit unions having assets of $5,000,000 or more.
Retention Period: The retention periods for different items vary. See Rule 80-10-1-.01 for a detailed retention schedule.
Related Code Sections: O.C.G.A. Section 7-1-657 and Rules 80-2-1-.01 and 80-10-1-.01.

Currency Transactions, Records and Reports of

Citation: O.C.G.A. Section 7-1-912 Records and Reports of Currency Transactions;. . ..
Regulating Agency: Department of Banking and Finance.
Requirement: To keep a record of currency transactions in excess of $10,000.00.
Persons Affected: Every financial institution.
Retention Period: Not stated, but see Rule 80-10-1-.01.

Citation: O.C.G.A.Section 7-1-912(2) Records and Reports of Currency Transactions;...
Regulating Agency: Department of Banking and Finance.
Requirement: To keep a record of any currency transaction deemed suspicious for any reason, including transactions where money laundering is suspected.
Persons Affected: Every financial institution.
Retention Period: Not stated.

Domestic International Banking Facilities

Citation: O.C.G.A. Section 7-1-732 . . .Records of Business Activities. . ..
Regulating Agency: Department of Banking and Finance.
Requirement: To maintain records of a facility's business activities separate from records of the domestic banking activities of the facility's parent or head office.
Persons Affected: Domestic international banking facilities.
Retention Period: Not stated, but see Rule 80-10-1-.01.

Industrial Loans

Citation: O.C.G.A. Section 7-3-12 Books, Records, and Reports.
Regulating Agency: Commissioner of Insurance.
Requirement: To keep and use in a licensee's business sufficient books and records to enable the Commissioner of Insurance to determine whether or not the licensee is complying with Title 7, Chapter 3 or any other Act under which the licensee is operating.
Persons Affected: Licensees under Title 7, Chapter 3.
Retention Period: At least four years after making the final entry on the record. (NOTE: The renewal or refinancing of a loan does not constitute a final entry.)

Citation: Rule 120-1-7-.02 Books and Records, Where Kept. Amended.
Regulating Agency: Commissioner of Insurance.
Requirement: To keep the following books and account records at the place of business designated in the license: (1) a currently-posted loan register in which is recorded every new loan in consecutive numerical order, showing the number of loan, date of loan, name of borrower, and amount of loan; (2) an individual account card for each loan made or renewal thereof, containing the name and address of licensee; the loan register number of the loan; the date of the loan; the name and address of the borrower; the name and address of the co-maker or endorser (if any); a brief description of security (if any); actual amounts of individual charges with respect to interest, fees, insurance premiums, recording fees, and maintenance charges; terms of repayment; face amount of note; payments received, showing amount paid on account, remaining balance, date to which account is paid, and any late charge collected, and the date of collection; date of final payment on loan or expiration date; and date of previous account and balance renewed if account balance is collected by renewal; and (3) loan vouchers in duplicate, signed by the maker of the loan and an employee of the licensee, showing date of loan, number of loan, total amount of loan, name and address of licensee, amount of charges and insurance (itemized to show the individual class), type of security, an itemized list of all amounts coming out of the proceeds of the loan (including any unpaid balance of a former loan and any accrued charges thereon), and amount of actual cash received by borrower.
Persons Affected: Persons holding licenses under the Georgia Industrial Loan Act (O.C.G.A. Section 7-3-1 and the sections following.).
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Section 7-3-12.

International Banking Corporations and Bank Agencies

Citation: O.C.G.A. Section 7-1-711 Application of this Chapter.
Regulating Agency: Department of Banking and Finance.
Requirement: To comply with the recordskeeping requirements of Title 7, Chapter 1, Articles 1 and 2, except where it may appear, from the context or otherwise, that such provisions are clearly applicable only to banks or trust companies organized under the laws of Georgia or the United States. See O.C.G.A. Sections 7-1-439 and 7-1-487.
Persons Affected: International bank agencies.
Retention Period: See O.C.G.A. Sections 7-1-439 and 7-1-487 and Rule 80-10-1-.01.

Auditing and Accounting

Accrual and Bond Amortization Records

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 4 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Assets, Records of All Charged Off

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 10 years.
Related Code Sections: O.C.G.A. Section 7-1-61, 7-1-63, and 7-1-439.

Audit Work Papers

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Daily Reserve Computation

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

General Ledger Journal (not Book of Original Entry)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 month.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

General Ledger Tickets (Debits and Credits)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Reports, Bank Call

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 3 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Reports, Earnings and Dividends

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 3 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Reports, Internal Audit

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Reports, Internal to Executive Committee or Directors

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Securities Vault "In and Out" Tickets

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Tax Records

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 7 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Bond Department

Brokers' Confirmations

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Brokers' Invoices

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Securities--"Buy and Sell Orders"

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Capital

Dividend Checks (Paid and Cancelled)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 7 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Proxies

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Cash and Due from Banks

Advices of Credit or Debit

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 6 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Bank Statements

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Incoming Cash Letter Memos for Remittance

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 3 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Incoming Cash Letters for Credit

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 3 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Outgoing Cash Letter Memos for Credit or Remittance

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See rel6 months. ated Code sections.
Persons Affected: Financial institutions.
Retention Period:
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Proof Sheets

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 6 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Reconcilement Ledger or Register

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Certificates of Deposit

Certificates (after Date Paid)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 7 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Register Ledger (after Account Closed) Customer or Account Record

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years. Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Christmas Savings or Similar Clubs

Checks (after Date Paid)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Checks, Carbon Copies of (Check Register)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Coupons (used as Deposit Tickets)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Ledger Sheets or Cards

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Signature Cards

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Withdrawal Receipts

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Collections

Collection Register

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Collections Receipts, Carbons of

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Coupons--Cash Letters Out-Going (after Settlement)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 6 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Departmental Blotter, Journal or Proof

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Incoming Collection Letters

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 6 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Installment Contract or Note Records (after Account Closed)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Commercial Deposits (Demand)

Bookkeepers Daily List of Checks, Charged in Total

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 1 year.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Checks Paid Copy

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Deposit Tickets and Other Credits

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 2 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Individual Ledger Journal

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 6 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Individual Ledger Sheets (after Last Entry)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Resolutions (after Account Closed)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 7 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Signature Cards (after Account Closed)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Statements Undelivered

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 7 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Statements (Copies of)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Stop Payment Orders

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 6 months.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Corporate Trust Department

Corporate Cash and Property Ledgers

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: Permanent.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Correspondence, Corporate Trust (Bond Issues)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 3 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Correspondence, Dividend

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 3 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Coupon Collection Record

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: Optional.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Dividend and Interest Disbursement Checks

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 7 years.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Dividend and Interest Disbursement List

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: Optional.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Document Files--Trusts (after Account)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: Permanent.
Related Code Sections: O.C.G.A. Sections 7-1-61, 7-1-63, and 7-1-439.

Document Files--Agency (after Account)

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: Five years.

Stock Transfer Journals

Stock Certificates (Cancelled) and Supporting Documents and Replacement Surety Bond

Credit Card Accounts

Card Holder Statement

Merchant Discount Journal

Teller Work (Proof Operations)

Trial Balance

Deposit and Certificate Accounts

Social Security or Tax ID Number For Accounts Opened After 6/30/72

Document Files

Agencies (After Account Closed)

Annual Trial Balance

Daily Blotter, Departmental (Block Sheets)

Daily Statement of Trust Department

Estates, Trusts, Guardianships

Form 1099, Copy or Listing For

Journals - Daily

Minute Books - Trust Committee and Trust Investment Committee

Posting Tickets

Property Controls - General Ledger

Purchase and Sell Invoices and Approvals

Tabulating Cards

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: After completion of income tax record for previous year.

Trial Balance

Due to Banks

Advices of Credit or Debit

Bank Ledger Sheets

Copies of Advices

Incoming Cash Letter Memos for Credit

Incoming Cash Letters for Remittance

Proof Sheets

Ledger Journal

Reconcilement Verifications

Resolutions (After Account Closed)

Signature Cards (After Account Closed)

Statement Copies

Insurance Records

Bankers Blanket Bond, Theft, Forgery, Safe Deposit, and Other Forms of Insurance Issued for Same Purpose (Unless Present Bond Covers all Liability in Prior Bonds

Casualty Liability Policies (Expired)

International

Accounts with Foreign Banks

Copy of Check of More than $10M Drawn on or Issued by a Foreign Bank and Acquired by "Bank"

Copy of Item of More than $10M Remitted or Transferred Outside US

Items of More than $10M Received from Outside US

Records of Transfer of More than $10M to Persons Outside US

Investments

Broker's Confirmations

Broker's Invoices

Ledger Records

Daily Blotter, Department (Block Sheets)

Receipts for Cancelled Bonds, Coupons, and/or Cremation Certificates

Stock (Register Journal)

Stock Transfer Receipts

Stockholders' Ledgers (Unless Transfer Agency Account Closed)

Stockholders' List

Loans and Discounts

Collateral Receipts

Debit and Credit Tickets Other Than General Ledger Tickets

Financial Statements and Credit Files

Citation: Rule 80-10-1-.01 Minimum Records Retention Periods.
Regulating Agency: Department of Banking and Finance.
Requirement: See related Code sections.
Persons Affected: Financial institutions.
Retention Period: 5 years after payout on loans of $5M or more, not secured by real estate. All other, life of loan.

Interest Received

Liability Ledger

Loan and Discount Journal

Loan and Discount Register

Loan Applications

Margin Cards

Resolutions to Borrow (After Account Closed)

Mortgage Lenders and Brokers

Mortgage Documents

Citation: Rule 80-11-2-.02 Minimum Requirements for Books and Records.
Regulating Agency: Department of Banking and Finance.
Requirement:See related rules.
Persons Affected: Financial institutions.
Retention Period: Not specified.

Mortgage Loan Files

Citation: Rule 80-11-2-.04 Mortgage Loan Files.
Regulating Agency: Department of Banking and Finance.
Requirement: To retain: (1) copy of mortgage loan application if received by the licensee; (2) copy of credit report if the credit report is pulled or ordered by the licensee; (3) copy of the appraisal if ordered by licensee; (4) copy of signed closing statement (HUD-1) or documentation of denial or cancellation of loan application; (5) copies of the disclosure documents required by Rule 80-11-1-.01; and (6) copies of all contracts, letters, notes, and memos regarding the customer, including but not limited to lock-in agreements and commitment agreements.
Persons Affected: Financial institutions.
Retention Period: Not specified.

Guide to Business Records Retention Requirements

O.C.G.A. Title 7 -- BANKING AND FINANCE

Auditing and Accounting

Bond Department

Capital

Cash and Due from Banks

Certificates of Deposit

Christmas Savings or Similar Clubs

Collections

Commercial Deposits (Demand)

Corporate Trust Department

Credit Card Accounts

Deposit and Certificate Accounts

Document Files

Due to Banks

Insurance Records

International

Investments

Ledger Records

Loans and Discounts

Mortgage Lenders and Brokers

Official Drafts and Checks