Regulatory Alerts2004-08-27 | 127657List of Key Documents Generated by Commercial Banks and Financial Credit Organizations Licensed by the National Bank of the Kyrgyz Republic with Retention Periods
The National Bank of the Kyrgyz Republic issued this regulation to establish mandatory retention periods for all primary documents generated by licensed commercial banks and financial credit organizations. The document provides a comprehensive, itemized list of administrative, legal, financial, and operational records, specifying whether they must be kept permanently or for fixed terms ranging from one to 75 years. It serves as the definitive archival compliance framework for banking entities under the National Bank's jurisdiction, detailing storage requirements for everything from shareholder protocols to credit files and cash handling records.
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Date of creation: 2025-09-18
Registered in the Ministry of Justice of the Kyrgyz Republic
October 4, 2004. Registration number 107-04
Approved
by the resolution of the Board of the National Bank of the Kyrgyz Republic
of August 27, 2004 No. 22/9
LIST
of key documents generated in the activities of commercial banks and financial credit organizations licensed by the National Bank of the Kyrgyz Republic(*), with specified retention periods
(In the edition of the resolutions of the Board of the National Bank of the KR of July 11, 2012 No. 29/10, February 22, 2017 No. 6/6, June 15, 2017 No. 2017-P-12/25-12, July 31, 2019 No. 2019-P-06/40-3, August 14, 2019 No. 2019-P-12/42-1, December 14, 2022 No. 2022-P-12/78-10-(NPA), September 12, 2025 No. 2025-P-12/46-1-(NPA))
Article Number
Type of Documents
Retention Period
Note
- Organization of the management system
1.1. Administrative activity
1
Laws of the Kyrgyz Republic, decrees, orders of the President of the Kyrgyz Republic, resolutions, orders of the Cabinet of Ministers of the Kyrgyz Republic
Until no longer needed
2
Resolutions, decisions, protocols of meetings of the Legislative Assembly and the Assembly of People's Representatives of the Jogorku Kenesh of the Kyrgyz Republic, as well as permanent committees and commissions of the Jogorku Kenesh of the Kyrgyz Republic
Until no longer needed
3
Protocols of meetings of the Cabinet of Ministers of the Kyrgyz Republic and its commissions; extracts from them
Until no longer needed
4
Resolutions, orders of local self-government bodies of the Kyrgyz Republic. Copies
Until no longer needed
5
Protocols, decisions of general meetings of shareholders, partners
Permanently
At the place of holding, in other institutions - until no longer needed
6
Protocols, resolutions of the executive body; documents (memoranda, certificates, drafts, etc.) related to them
Permanently
At the place of holding, in other institutions - until no longer needed
7
Protocols of meetings of the council of founders, supervisory board; Shariah Council; documents (memoranda, drafts, certificates) related to them
Permanently
At the place of holding, in other institutions - until no longer needed
8
Resolutions, decisions, protocols of meetings of permanent committees, commissions, councils, sections, working groups; documents (memoranda, certificates) related to them
Permanently
At the place of holding, in other institutions - until no longer needed
9
Protocols of meetings, sessions; documents (memoranda, certificates, acts, correspondence) related to them:
a) by managers
perm.
b) in structural subdivisions
3 years
c) tender commissions
6 years
10
Orders:
a) on main activities
Permanently
Sent for information - until no longer needed
b) on personnel - on hiring, transfer, dismissal, rewards, bonuses (indicating surnames of those rewarded, various supplements); documents related to them
75 years
Sent for information - until no longer needed
c) on granting vacations (including childcare), time off, disciplinary actions, business trips of employees, duty assignments
3 years
11
Directives:
a) on main activities
Permanently
Sent for information - until no longer needed
b) on issuance and return of credits
10 years
after credit repayment
c) on payment and transfer of funds
10 years
12
Directives of subdivisions on financial matters
5 years
13
Regulatory and methodological documents (instructions, regulations, rules)
Permanently
At the place of development and approval, in other institutions - until replaced by new ones
14
Instructions, rules, regulations, guidelines of ministries and agencies of the Kyrgyz Republic, sent for information and guidance
Until replaced by new ones
1.2. Banking supervision and control
15
Correspondence with state authorities and local self-government bodies on activity matters
5 years
16
Correspondence on inspection and audit matters conducted by law enforcement, tax authorities, institutions of the National Bank
10 years
17
Correspondence on violations identified in the activities of FCOs
10 years EPC
18
Correspondence on claims related to FCO audits
10 years EPC
19
Documents (memoranda, certificates, acts, reports) of audits, inspections, checks, including auditor-led, conducted by law enforcement, tax authorities, institutions of the National Bank
Permanently
20
Documents (memoranda, certificates, correspondence) on the application of economic impact measures to FCOs
10 years EPC
21
Documents (directives, warnings, restrictions, bans, counteraction acts) on the implementation of banking operations, elimination of identified violations, direct supervision regime, conservation
10 years EPC
after elimination of violations, completion of special regime
22
Documents (memoranda, reports, information, certificates, correspondence) on banking supervision of FCO activities
10 years EPC
23
Documents (acts, certificates, correspondence) of audits, checks conducted by FCOs
10 years EPC
24
Reports on control and audit work:
a) annual
Permanently
At the place of preparation, in other institutions - 5 years
b) quarterly, monthly
3 years
25
Applications, complaints, proposals of citizens, documents (certificates, correspondence) on their consideration
5 years EPC
1.3. Organizational issues
26
Charter, additions and amendments to it (including copies)
Permanently
27
Founding agreement, additions and amendments to it
Permanently
28
Certificates of registration (including copies)
Permanently
29
Licenses for banking operations (including copies)
Permanently
30
Permissions, notifications on opening branches, savings offices, exchange points and representative offices
Permanently
31
Regulations on permanent committees, commissions and control bodies
Permanently
32
Shareholder lists and amendments to them
Permanently
33
Lists of affiliated persons, lists of persons entitled to receive dividends
Permanently
34
Share samples
Permanently
35
Regulations on share distribution
Permanently
36
Certificates of contribution to share capital
Permanently
37
Contracts (agreements) with members of executive bodies of FCOs on rights and obligations
10 years EPC
After expiration of the contract/agreement term
38
Contracts (agreements) with auditors
6 years EPC
after expiration of the contract/agreement term
39
Documents (historical and thematic reviews, certificates, publications, articles in periodical press, film/photo film, video recordings, photographs) on the history of FCOs
Permanently
40
Documents on charitable activity a) donation agreements, acts of acceptance/transfer of valuable items, obligations b) on financial matters (accounts, certificates, correspondence)
perm. 6 years EPC
41
Documents (reports, acts, memoranda, opinions, correspondence) on reorganization, renaming of FCOs, its branches and representative offices
Permanently
42
Documents (agreements, opinions, certificates, correspondence) on FCO participation in share capital of commercial and other structures
10 years EPC
After expiration of the contract term
43
Documents (programs, task plans, reports, certificates, reports, correspondence) on business trips
5 years EPC
44
Documents (certificates, opinions, memoranda) on the development of staffing tables, amendments to them
3 years
45
Regulations on structural subdivisions
Permanently
46
Regulations on branches, savings offices, representative offices
Permanently
At the place of approval, in other institutions - until no longer needed
47
Staffing tables, additions and amendments to them
Permanently
At the place of approval, in other institutions - until no longer needed
48
Handover-acceptance acts with attachments regarding the transfer of duties upon change of:
after change of responsible executor, materially responsible person
a) managers
Permanently
b) responsible executors, secretaries and materially responsible persons
6 years
49
Lists of persons entitled to participate in the annual meeting (including persons admitted to participate in the meeting)
10 years
50
Job descriptions of employees
5 years
After replacement by new ones
51
Work plans of structural subdivisions:
a) annual
5 years
b) quarterly, monthly
3 years
52
Reports of structural subdivisions on work plan execution:
a) annual
5 years
b) quarterly
3 years
c) monthly and weekly
1 year
53
Shareholder register
Permanently
54
Registers of share transactions
Permanently
55
Current registers of shareholders
Permanently
1.4. Legal support of activities
56
Correspondence on legal matters
5 years EPC
57
Certificates of ownership rights to land, buildings, property
Permanently
58
Opinions on serious violations of labor legislation compliance
5 years EPC
59
Claims and lawsuits, cassation appeals, supervisory applications
5 years
After final decision is rendered
60
World agreements between FCOs and creditors
10 years
After fulfillment of all agreement points
61
Contracts (agreements) on legal services
5 years EPC
After expiration of the contract/agreement term
62
Resolutions of law enforcement bodies and correspondence on imposition/removal of liens on deposits, securities; on confiscation of deposits, securities
5 years
after removal of lien, after confiscation
63
Resolutions, decisions of higher judicial bodies, local judicial bodies of the Kyrgyz Republic on FCO activity matters (including regarding managers)
10 years EPC
64
Resolutions and acts of judicial executors on imposing liens on property
10 years
65
Resolutions of law enforcement, judicial, tax bodies on seizure of cases and documents
10 years
after seizure
66
Decisions of judicial bodies on suspension of account operations
10 years
after lifting suspension
67
Powers of attorney for conducting judicial and arbitration cases
5 years
After decision is rendered
68
Registers of claims and lawsuits
5 years
After decisions on all lawsuits are rendered
1.5. Record keeping, archival affairs
69
Correspondence on record keeping and archival matters
3 years
70
Consolidated case nomenclatures
Permanently
71
Case nomenclatures of structural subdivisions
3 years
72
Documents (acts, certificates, memoranda) on checking the state of record keeping and archival affairs in structural subdivisions and branches
3 years
73
Documents (certificates, summaries, correspondence) on control of document execution
3 years
74
Reports on the use of blanks of organizational and administrative documents
3 years
75
Indexes, lists of distribution of regulatory, administrative and methodological documents
5 years
76
Books, journals of registration of payment documents
6 years
subject to completion of audit (inspection). In case of disputes, disagreements, investigative and judicial cases - kept until final decision is rendered
77
Books, journals, cards of registration of proposals, applications and complaints of citizens
5 years
78
Books, journals, cards of registration of incoming correspondence
3 years
79
Books, journals, cards of registration of outgoing correspondence
3 years
80
Books, journals, cards of registration, accounting of documents containing limited distribution information
3 years
81
Books, journals on accounting of blanks of organizational and administrative documents
3 years
82
Books, journals, cards of registration of visitor reception by managers
3 years
83
Indexes, registers of incoming correspondence
1 year
84
Indexes, registers of outgoing correspondence
1 year
85
Acts on selection for destruction of printed editions marked "for official use", blanks of organizational and administrative documents
10 years
86
Fund file (historical summaries of the fund, archive passport, acts of checking presence and state of documents, acts of transfer of cases to state storage, acts on selection of documents for destruction, acts on shortages and irreparable damage to documents)
Permanently
Transferred to state storage upon liquidation
87
Annual sections of case indexes:
After destruction of cases
a) permanent storage
Permanently
b) on personnel
75 years
c) temporary (over 10 years) storage
3 years
88
Acts of issuing cases for temporary use to other organizations
10 years
89
Applications for issuing documents from archive, lists of persons admitted to work with documents, permissions for access for familiarization
1 year
after return of documents to archive
90
Applications, requests for issuing archival certificates, copies, extracts from documents, correspondence on their issuance
3 years
91
Indexes of cases of structural subdivisions for cases submitted to archive (handover indexes):
a) on permanent storage cases
5 years
After approval by EPC of archival body of consolidated annual section of index
b) on personnel cases
5 years
After coordination by EPC of archival body of annual section of index
c) on temporary (over 10 years) storage cases
5 years
After preparation of annual section of case index, if no annual section - 5 years after destruction of cases
d) on temporary (up to 10 years inclusive) storage cases
3 years
After destruction of cases
92
Journals, books of accounting of document issuance from archive
3 years
after return of all documents to archive
- Economic forecasting and credit-financial issues
2.1. Economic forecasting
93
Correspondence on establishing economic standards, economic analysis, organization and methodology of FCO activities
6 years
94
Documents (statements, calculations, certificates, opinions) on dividend accrual
6 years
95
Documents (opinions, certificates, correspondence) on return of funds contributed to payment for share in share capital
10 years EPC
96
Documents (memoranda, certificates, correspondence) on application of impact measures by the National Bank to FCOs
10 years EPC
97
Documents (summaries, calculations, etc.) on indebtedness of legal and physical persons
5 years EPC
after full repayment of debt
98
Documents (calculations, opinions, certificates) on development of business plans
5 years
99
Documents (certificates, calculations, justifications) on development of interest rates and commission fee tariffs
5 years
100
Documents (limits of capital investments and construction-installation works for ongoing construction projects, copies of consolidated estimate calculations of construction) financing of capital investments
6 years EPC
after completion of construction
101
Prospective development plans, documents (certificates, memoranda, calculations) on their development
Permanently
102
Business plans; documents (technical-economic justifications, opinions, certificates, calculations) related to them:
a) at place of development, approval
Permanently
b) in other institutions
5 years
103
Annual expense estimates:
a) at place of preparation and approval
Permanently
b) in other institutions
5 years
104
Reports on main types of activities:
If annual reports are absent - permanently
a) annual
Permanently
b) quarterly
5 years
c) monthly
1 year
105
Reports on auxiliary types of activities
5 years EPC
106
Reports on execution of annual expense estimates:
a) at place of preparation
Permanently
b) in other institutions
5 years
107
Financial-economic and conjuncture reviews and developments of specific issues of economy and finance:
a) at place of development and approval
5 years EPC
b) in other institutions
Until no longer needed
108
Calculations of economic standards of activity:
a) annual
Permanently
b) quarterly, monthly
5 years
109
Title lists of newly started construction projects
Permanently
110
Contracting agreements (contracts)
6 years EPC
After expiration of the contract/agreement term
111
Opinions of state non-departmental expertise, industry expertise on projects; technical-economic justifications
Permanently
2.2. Credit-financial issues
112
Correspondence on credit-economic matters
6 years EPC
113
Correspondence on refinancing, mandatory reserves, deposit operations and taxation
6 years EPC
114
Correspondence on financial-credit matters and leasing
6 years EPC
115
Documents (certificates, calculations, opinions, contracts, correspondence) on issuance and return of credits included in state debt and income from them
Permanently
116
Documents (certificates, memoranda, correspondence) on realization and accounting of credit lines
6 years EPC
after closing of credit lines
117
Documents (copies of Cabinet of Ministers resolutions, petitions of local self-government bodies, calculations, assignments, opinions, correspondence) on financing of regional programs
6 years EPC
118
Documents (certificates, reviews, tables, diagrams, notes, correspondence) on analysis of credit relations with clients
6 years EPC
119
Documents (programs, tables, information, statistical-analytical, operational materials, diagrams, calculations, tables, explanatory notes) on study of credit-economic issues, analysis of current trends in monetary-credit sphere, forecasting and analysis of placement and attraction of credits
6 years EPC
120
Documents (petitions, economic calculations, draft credit agreements, opinions) on previously obtained and provided bank credits
6 years EPC
after credit repayment
121
Documents (opinions, acts, correspondence) on write-off of hopeless debts
6 years EPC
after write-off of credit from off-balance sheet accounting
122
Documents (credit agreements, applications, reports) on credits and loans issued to FCO employees
10 years
after repayment of credit/loan
123
Financial reports in forms established by the National Bank:
If annual reports are absent - permanently
a) consolidated annual
Permanently
b) annual
Permanently
c) half-yearly, quarterly
5 years
d) monthly, weekly, daily
3 years
124
Information on intra-system redistribution of credit resources
6 years EPC
125
Credit files of borrowers - legal and physical persons (credit applications, credit agreements, certificates, time-bound obligations, founding documents of borrowers, correspondence, etc.)
6 years EPC
after credit repayment
126
Payment statements, copies of settlement documents, correspondence on attraction and transfer of credits
6 years EPC
127
Monthly, daily certificates, grouping statements on state and use of credit resources
6 years EPC
128
Rejected applications of legal and physical persons for credits, documents (calculations, correspondence, etc.) on them
1 year
After decision is rendered
129
Registers of registration of credit applications, accounting of pledged property
6 years
130
Journals (books) of registration of credit agreements with legal and physical persons
6 years EPC
after expiration of term of last contract/agreement
- Cash operations, collection
3.1. Cash operations
131
Correspondence on cash work and storage of valuables
3 years
132
Documents (acts, certificates, correspondence) on audits of valuables vaults
10 years
133
Documents (acts, correspondence) on banknote counting matters
6 years
134
Documents (acts, correspondence) on counting errors made by cashiers
6 years
after compensation of damage
135
Documents (expert opinions, reports, correspondence) on non-paying and counterfeit banknotes
5 years
136
Documents (calculations, summaries) on establishing minimum allowable balance of cash in operating cash desk at end of day
3 years
137
Acts of acceptance/transfer of valuables and opening of packages with valuables
6 years
138
Acts of checks of cash work organization
6 years
139
Cash documents (receipt and payment cash orders for valuables stored in cash vault, money checks, declarations for cash deposit) with attachments on national currency operations
6 years
subject to completion of audit (inspection). In case of disputes, disagreements, investigative and judicial cases - kept until final decision is rendered
140
Control statements on counting cash
5 years
141
Certificates on sums of accepted money and quantity of monetary documents received in cash desk
5 years
142
Certificates on sum of issued money and received sum for advance
5 years
143
Certificates on evening cash desk accepted bags with cash and empty bags
3 years
144
Summary certificates on cash turnover
6 years
145
Cards of valuables accounting
5 years
146
Contracts on cash servicing of clients
6 years
After expiration of contract term
147
Contracts on collective (brigade) material responsibility, concluded by FCO with employees performing operations with valuables
6 years
after expiration of contract term
148
Contracts on full material responsibility, concluded by FCO with cash and collection workers
6 years
after dismissal of materially responsible person
149
Filled grids for checking banknote payability
1 year
150
Books of accounting of money and valuables stored in safe, accepted and issued money (valuables), precious metals
6 years
subject to completion of audit (inspection). In case of disputes, disagreements, investigative and judicial cases - kept until final decision is rendered
151
Books (journals) of accounting of receipt books, strict accountability blanks issued to responsible executors
5 years
152
Control journal of acceptance/transfer to guard of valuables vault
5 years
3.2. Collection
153
Correspondence on transport of valuables
3 years
154
Certificates on bags and entry cards issued to collectors
3 years
155
Lists of organizations, enterprises and institutions serviced by collectors
3 years
156
Contracts on collection and delivery of clients' monetary funds and valuables
6 years
After expiration of contract term
157
Powers of attorney for receipt, acceptance and delivery of valuables
5 years
158
Accompanying statements to bags with cash
1 year
159
Journals of acceptance/transfer of documents
5 years
160
Journals of accounting of issuance and receipt of entry cards, seals, keys and powers of attorney
3 years
161
Journals of accounting of accepted bags with valuables and empty bags
3 years
162
Books of accounting of issued stamps and seals, registration of their transfer
3 years
- Operations with securities
4.1. Operations with state securities
163
Documents (payment orders, calculations) on settlements with republican budget for state securities
6 years
After expiration of loan term
164
Documents (contracts, acts, protocols, release conditions) on secondary market of state securities
5 years
After redemption of state security issues
165
Dealer reports on operations with state short-term bonds:
a) monthly on work with securities
5 years
b) on completed transaction
5 years
c) weekly on work with securities
1 year
166
Applications for sale and purchase of state short-term bonds, extracts from transaction register
5 years
167
Payment orders of electronic interbank settlement system for operations with state short-term bonds
6 years
168
Personal accounts, client depot accounts, extracts from "Nostro" accounts of electronic interbank settlement system for operations with state short-term bonds
6 years
After account closure
169
Closed personal accounts for acceptance of state securities for storage, attached indexes to them
6 years
After expiration of loan term
170
Contracts for purchase-sale of state securities
6 years
After expiration of contract term
171
Statements, acts and attachments to acts on redeemed state securities
3 years
172
Consolidated registers of applications accepted at auction; registers of entered applications of clients, dealer for auction
1 year
173
Extracts from trading protocols, net turnover extracts from operator account management accounts
1 year
174
Obligations of account operators based on results of trading in state short-term bonds
1 year
175
Information of interbank currency exchanges on operations with state short-term bonds
1 year
176
Journal of personal accounting of bonds, turnovers on bond operations, accounting of brokerage operations, consolidated totals
5 years
4.2. Operations with securities
177
Correspondence on issuance, circulation of deposit, savings certificates, bills of exchange
5 years EPC
178
Documents (regulations, rules) on issuance, circulation of deposit, savings certificates, bills of exchange
Permanently
179
Documents (information, opinions, reports on results