List of Key Documents Generated by Commercial Banks and Financial Credit Organizations Licensed by the National Bank of the Kyrgyz Republic with Retention Periods

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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

1. Organization of the management system

1.1. Administrative activity

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

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

Protocols of meetings of the Cabinet of Ministers of the Kyrgyz Republic and its commissions; extracts from them

Until no longer needed

Resolutions, orders of local self-government bodies of the Kyrgyz Republic. Copies

Until no longer needed

Protocols, decisions of general meetings of shareholders, partners

Permanently

At the place of holding, in other institutions - until no longer needed

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

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

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

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

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

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

Directives of subdivisions on financial matters

5 years

Regulatory and methodological documents (instructions, regulations, rules)

Permanently

At the place of development and approval, in other institutions - until replaced by new ones

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

Correspondence with state authorities and local self-government bodies on activity matters

5 years

Correspondence on inspection and audit matters conducted by law enforcement, tax authorities, institutions of the National Bank

10 years

Correspondence on violations identified in the activities of FCOs

10 years EPC

Correspondence on claims related to FCO audits

10 years EPC

Documents (memoranda, certificates, acts, reports) of audits, inspections, checks, including auditor-led, conducted by law enforcement, tax authorities, institutions of the National Bank

Permanently

Documents (memoranda, certificates, correspondence) on the application of economic impact measures to FCOs

10 years EPC

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

Documents (memoranda, reports, information, certificates, correspondence) on banking supervision of FCO activities

10 years EPC

Documents (acts, certificates, correspondence) of audits, checks conducted by FCOs

10 years EPC

Reports on control and audit work:

a) annual

Permanently

At the place of preparation, in other institutions - 5 years

b) quarterly, monthly

3 years

Applications, complaints, proposals of citizens, documents (certificates, correspondence) on their consideration

5 years EPC

1.3. Organizational issues

Charter, additions and amendments to it (including copies)

Permanently

Founding agreement, additions and amendments to it

Permanently

Certificates of registration (including copies)

Permanently

Licenses for banking operations (including copies)

Permanently

Permissions, notifications on opening branches, savings offices, exchange points and representative offices

Permanently

Regulations on permanent committees, commissions and control bodies

Permanently

Shareholder lists and amendments to them

Permanently

Lists of affiliated persons, lists of persons entitled to receive dividends

Permanently

Share samples

Permanently

Regulations on share distribution

Permanently

Certificates of contribution to share capital

Permanently

Contracts (agreements) with members of executive bodies of FCOs on rights and obligations

10 years EPC

After expiration of the contract/agreement term

Contracts (agreements) with auditors

6 years EPC

after expiration of the contract/agreement term

Documents (historical and thematic reviews, certificates, publications, articles in periodical press, film/photo film, video recordings, photographs) on the history of FCOs

Permanently

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

Documents (reports, acts, memoranda, opinions, correspondence) on reorganization, renaming of FCOs, its branches and representative offices

Permanently

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

Documents (programs, task plans, reports, certificates, reports, correspondence) on business trips

5 years EPC

Documents (certificates, opinions, memoranda) on the development of staffing tables, amendments to them

3 years

Regulations on structural subdivisions

Permanently

Regulations on branches, savings offices, representative offices

Permanently

At the place of approval, in other institutions - until no longer needed

Staffing tables, additions and amendments to them

Permanently

At the place of approval, in other institutions - until no longer needed

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

Lists of persons entitled to participate in the annual meeting (including persons admitted to participate in the meeting)

10 years

Job descriptions of employees

5 years

After replacement by new ones

Work plans of structural subdivisions:

a) annual

5 years

b) quarterly, monthly

3 years

Reports of structural subdivisions on work plan execution:

a) annual

5 years

b) quarterly

3 years

c) monthly and weekly

1 year

Shareholder register

Permanently

Registers of share transactions

Permanently

Current registers of shareholders

Permanently

1.4. Legal support of activities

Correspondence on legal matters

5 years EPC

Certificates of ownership rights to land, buildings, property

Permanently

Opinions on serious violations of labor legislation compliance

5 years EPC

Claims and lawsuits, cassation appeals, supervisory applications

5 years

After final decision is rendered

World agreements between FCOs and creditors

10 years

After fulfillment of all agreement points

Contracts (agreements) on legal services

5 years EPC

After expiration of the contract/agreement term

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

Resolutions, decisions of higher judicial bodies, local judicial bodies of the Kyrgyz Republic on FCO activity matters (including regarding managers)

10 years EPC

Resolutions and acts of judicial executors on imposing liens on property

10 years

Resolutions of law enforcement, judicial, tax bodies on seizure of cases and documents

10 years

after seizure

Decisions of judicial bodies on suspension of account operations

10 years

after lifting suspension

Powers of attorney for conducting judicial and arbitration cases

5 years

After decision is rendered

Registers of claims and lawsuits

5 years

After decisions on all lawsuits are rendered

1.5. Record keeping, archival affairs

Correspondence on record keeping and archival matters

3 years

Consolidated case nomenclatures

Permanently

Case nomenclatures of structural subdivisions

3 years

Documents (acts, certificates, memoranda) on checking the state of record keeping and archival affairs in structural subdivisions and branches

3 years

Documents (certificates, summaries, correspondence) on control of document execution

3 years

Reports on the use of blanks of organizational and administrative documents

3 years

Indexes, lists of distribution of regulatory, administrative and methodological documents

5 years

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

Books, journals, cards of registration of proposals, applications and complaints of citizens

5 years

Books, journals, cards of registration of incoming correspondence

3 years

Books, journals, cards of registration of outgoing correspondence

3 years

Books, journals, cards of registration, accounting of documents containing limited distribution information

3 years

Books, journals on accounting of blanks of organizational and administrative documents

3 years

Books, journals, cards of registration of visitor reception by managers

3 years

Indexes, registers of incoming correspondence

1 year

Indexes, registers of outgoing correspondence

1 year

Acts on selection for destruction of printed editions marked "for official use", blanks of organizational and administrative documents

10 years

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

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

Acts of issuing cases for temporary use to other organizations

10 years

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

Applications, requests for issuing archival certificates, copies, extracts from documents, correspondence on their issuance

3 years

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

Journals, books of accounting of document issuance from archive

3 years

after return of all documents to archive

2. Economic forecasting and credit-financial issues

2.1. Economic forecasting

Correspondence on establishing economic standards, economic analysis, organization and methodology of FCO activities

6 years

Documents (statements, calculations, certificates, opinions) on dividend accrual

6 years

Documents (opinions, certificates, correspondence) on return of funds contributed to payment for share in share capital

10 years EPC

Documents (memoranda, certificates, correspondence) on application of impact measures by the National Bank to FCOs

10 years EPC

Documents (summaries, calculations, etc.) on indebtedness of legal and physical persons

5 years EPC

after full repayment of debt

Documents (calculations, opinions, certificates) on development of business plans

5 years

Documents (certificates, calculations, justifications) on development of interest rates and commission fee tariffs

5 years

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

Prospective development plans, documents (certificates, memoranda, calculations) on their development

Permanently

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

Annual expense estimates:

a) at place of preparation and approval

Permanently

b) in other institutions

5 years

Reports on main types of activities:

If annual reports are absent - permanently

a) annual

Permanently

b) quarterly

5 years

c) monthly

1 year

Reports on auxiliary types of activities

5 years EPC

Reports on execution of annual expense estimates:

a) at place of preparation

Permanently

b) in other institutions

5 years

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

Calculations of economic standards of activity:

a) annual

Permanently

b) quarterly, monthly

5 years

Title lists of newly started construction projects

Permanently

Contracting agreements (contracts)

6 years EPC

After expiration of the contract/agreement term

Opinions of state non-departmental expertise, industry expertise on projects; technical-economic justifications

Permanently

2.2. Credit-financial issues

Correspondence on credit-economic matters

6 years EPC

Correspondence on refinancing, mandatory reserves, deposit operations and taxation

6 years EPC

Correspondence on financial-credit matters and leasing

6 years EPC

Documents (certificates, calculations, opinions, contracts, correspondence) on issuance and return of credits included in state debt and income from them

Permanently

Documents (certificates, memoranda, correspondence) on realization and accounting of credit lines

6 years EPC

after closing of credit lines

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

Documents (certificates, reviews, tables, diagrams, notes, correspondence) on analysis of credit relations with clients

6 years EPC

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

Documents (petitions, economic calculations, draft credit agreements, opinions) on previously obtained and provided bank credits

6 years EPC

after credit repayment

Documents (opinions, acts, correspondence) on write-off of hopeless debts

6 years EPC

after write-off of credit from off-balance sheet accounting

Documents (credit agreements, applications, reports) on credits and loans issued to FCO employees

10 years

after repayment of credit/loan

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

Information on intra-system redistribution of credit resources

6 years EPC

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

Payment statements, copies of settlement documents, correspondence on attraction and transfer of credits

6 years EPC

Monthly, daily certificates, grouping statements on state and use of credit resources

6 years EPC

Rejected applications of legal and physical persons for credits, documents (calculations, correspondence, etc.) on them

1 year

After decision is rendered

Registers of registration of credit applications, accounting of pledged property

6 years

Journals (books) of registration of credit agreements with legal and physical persons

6 years EPC

after expiration of term of last contract/agreement

3. Cash operations, collection

3.1. Cash operations

Correspondence on cash work and storage of valuables

3 years

Documents (acts, certificates, correspondence) on audits of valuables vaults

10 years

Documents (acts, correspondence) on banknote counting matters

6 years

Documents (acts, correspondence) on counting errors made by cashiers

6 years

after compensation of damage

Documents (expert opinions, reports, correspondence) on non-paying and counterfeit banknotes

5 years

Documents (calculations, summaries) on establishing minimum allowable balance of cash in operating cash desk at end of day

3 years

Acts of acceptance/transfer of valuables and opening of packages with valuables

6 years

Acts of checks of cash work organization

6 years

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

Control statements on counting cash

5 years

Certificates on sums of accepted money and quantity of monetary documents received in cash desk

5 years

Certificates on sum of issued money and received sum for advance

5 years

Certificates on evening cash desk accepted bags with cash and empty bags

3 years

Summary certificates on cash turnover

6 years

Cards of valuables accounting

5 years

Contracts on cash servicing of clients

6 years

After expiration of contract term

Contracts on collective (brigade) material responsibility, concluded by FCO with employees performing operations with valuables

6 years

after expiration of contract term

Contracts on full material responsibility, concluded by FCO with cash and collection workers

6 years

after dismissal of materially responsible person

Filled grids for checking banknote payability

1 year

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

Books (journals) of accounting of receipt books, strict accountability blanks issued to responsible executors

5 years

Control journal of acceptance/transfer to guard of valuables vault

5 years

3.2. Collection

Correspondence on transport of valuables

3 years

Certificates on bags and entry cards issued to collectors

3 years

Lists of organizations, enterprises and institutions serviced by collectors

3 years

Contracts on collection and delivery of clients' monetary funds and valuables

6 years

After expiration of contract term

Powers of attorney for receipt, acceptance and delivery of valuables

5 years

Accompanying statements to bags with cash

1 year

Journals of acceptance/transfer of documents

5 years

Journals of accounting of issuance and receipt of entry cards, seals, keys and powers of attorney

3 years

Journals of accounting of accepted bags with valuables and empty bags

3 years

Books of accounting of issued stamps and seals, registration of their transfer

3 years

4. Operations with securities

4.1. Operations with state securities

Documents (payment orders, calculations) on settlements with republican budget for state securities

6 years

After expiration of loan term

Documents (contracts, acts, protocols, release conditions) on secondary market of state securities

5 years

After redemption of state security issues

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

Applications for sale and purchase of state short-term bonds, extracts from transaction register

5 years

Payment orders of electronic interbank settlement system for operations with state short-term bonds

6 years

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

Closed personal accounts for acceptance of state securities for storage, attached indexes to them

6 years

After expiration of loan term

Contracts for purchase-sale of state securities

6 years

After expiration of contract term

Statements, acts and attachments to acts on redeemed state securities

3 years

Consolidated registers of applications accepted at auction; registers of entered applications of clients, dealer for auction

1 year

Extracts from trading protocols, net turnover extracts from operator account management accounts

1 year

Obligations of account operators based on results of trading in state short-term bonds

1 year

Information of interbank currency exchanges on operations with state short-term bonds

1 year

Journal of personal accounting of bonds, turnovers on bond operations, accounting of brokerage operations, consolidated totals

5 years

4.2. Operations with securities

Correspondence on issuance, circulation of deposit, savings certificates, bills of exchange

5 years EPC

Documents (regulations, rules) on issuance, circulation of deposit, savings certificates, bills of exchange

Permanently

Documents (information, opinions, reports on results