Resolution of the Board of the National Bank of the Kyrgyz Republic No. 29/10 of 11.07.2012 on Amending the List of Main Documents Generated in the Activities of Commercial Banks and Financial and Credit Institutions Licensed by the National Bank of the Kyrgyz Republic, Indicating Retention Periods, Approved by Resolution of the Board of the National Bank of the Kyrgyz Republic No. 22/9 of 27.08.2004

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Creation date: 2012-07-25

Resolution of the Board of the National Bank of the Kyrgyz Republic

No. 29\10 of 11.07.2012

On Amending the List of Main Documents Generated in the Activities of Commercial Banks and Financial and Credit Institutions Licensed by the National Bank of the Kyrgyz Republic, Indicating Retention Periods, Approved by Resolution of the Board of the National Bank of the Kyrgyz Republic No. 22/9 of 27 August 2004

In order to bring the List of Main Documents Generated in the Activities of Commercial Banks and Financial and Credit Institutions Licensed by the National Bank of the Kyrgyz Republic, Indicating Retention Periods, approved by Resolution of the Board of the National Bank of the Kyrgyz Republic No. 22/9 of 27 August 2004, into compliance with Resolution of the Government of the Kyrgyz Republic No. 346 of 30.12.2010 "On Approving the Regulation on the Procedure for Imposing Administrative Penalties for Offenses in the Sphere of Archival Legislation and the List of Management Documents Generated in the Activities of Institutions, Organizations, Enterprises, Indicating Retention Periods", in accordance with Article 43 of the Law of the Kyrgyz Republic "On the National Bank of the Kyrgyz Republic", the Board of the National Bank of the Kyrgyz Republic resolves:

1. To amend the List of Main Documents Generated in the Activities of Commercial Banks and Financial and Credit Institutions Licensed by the National Bank of the Kyrgyz Republic, Indicating Retention Periods, approved by Resolution of the Board of the National Bank of the Kyrgyz Republic No. 22/9 of 27 August 2004 (attached).

2. This resolution shall enter into force from the moment of publication.

3. The Supervision and Licensing Methodology Department shall bring this resolution to the attention of commercial banks and financial and credit institutions.

4. Commercial banks and financial and credit institutions shall take this resolution for guidance and execution.

5. Control over the execution of this resolution shall be assigned to member of the Board of the National Bank of the Kyrgyz Republic Tsyplakova L.N.

Chairman of the Board Asankozhoeva Z.M.

APPROVED

Resolution of the Board

of the National Bank

of the Kyrgyz Republic

of 11.07.2012 No. 29\10

Amendments to the List of Main Documents

Generated in the Activities of Commercial

Banks and Financial and Credit Institutions

Licensed by the National Bank

of the Kyrgyz Republic,

Indicating Retention

Periods (approved by Resolution of the Board

of the National Bank of the Kyrgyz Republic

No. 22/9 of 27 August 2004)

Article number	Type of documents	Retention period *	Note
1. ORGANIZATION OF THE MANAGEMENT SYSTEM
1.1. Administrative activity
Protocols of meetings, sessions; documents (memoranda, certificates, acts, correspondence) thereto:
a) with managers		permanent
b) in structural subdivisions		3 years
c) tender commissions		6 years
Orders:
b) on granting and repayment of credits		10 years	after repayment of the credit
c) on payment and transfer of monetary funds		10 years
1.2. Banking supervision and control
Correspondence with state authorities and local self-government bodies on issues of activity		permanent
Correspondence on issues of inspection, audits conducted by law enforcement, tax bodies, institutions of the NBKR		10 years
Correspondence on violations identified in the activities of FCI		10 years EPC
Correspondence on claims related to audits of FCI		10 years EPC
Documents (memoranda, certificates, correspondence) on issues of applying measures of economic influence to FCI		10 years EPC
Documents (instructions, warnings, restrictions, prohibitions, acts of counteraction) on issues of conducting banking operations, eliminating identified violations, direct supervision regime, conservatorship		10 years EPC	after elimination of violations, completion of special regime
1.3. Organizational issues
Contracts (agreements) with auditors		6 years EPC	after expiration of the contract (agreement)
Documents on charitable activity
a) gift agreements, acts of acceptance and transfer of valuables, obligations		permanent
b) on financial issues (invoices, certificates, correspondence)		6 years EPC
Documents (programs, plan-tasks, reports, certificates, reports, correspondence) on business trips		5 years EPC
Acceptance and transfer acts with appendices thereto on transfer of cases upon change of:
b) responsible executors, secretaries and materially responsible persons		6 years	after change of responsible executor, materially responsible person
1.4. Legal support of activity
Decisions of law enforcement bodies and correspondence on issues of imposing and lifting arrest from deposits, securities; on confiscation of deposits, securities		5 years	after lifting of arrest, after confiscation
Decisions of law enforcement, judicial, tax bodies on seizure of cases and documents		10 years	after seizure
Decisions of judicial bodies on suspension of operations on accounts		10 years	after lifting of suspension
1.5. Office work, archival affairs
Nomenclatures of cases of structural subdivisions		3 years
Acts of issuance of cases for temporary use to other organizations		10 years
Requests for issuance of documents from the archive, lists of persons authorized to work with documents, permits for access to familiarization		1 year	after return of documents to the archive
Journals, books of accounting of issuance of documents from the archive		3 years	after return of all documents to the archive
2. ECONOMIC FORECASTING AND CREDIT-FINANCIAL ISSUES
2.1. Economic forecasting
Correspondence on issues of establishing economic norms, economic analysis, organization and methodology of FCI activity		6 years
Documents (statements, calculations, certificates, conclusions) on accrual of dividends		10 years EPC
Documents (conclusions, certificates, correspondence) on return of funds contributed as payment for a share in the authorized capital		10 years EPC
Documents (memoranda, certificates, correspondence) on issues of application of measures of influence by the NBKR to FCI		10 years EPC
Documents (summaries, calculations, etc.) on indebtedness of legal entities and individuals		5 years EPC	after full repayment of indebtedness
Documents (limits of capital investments and construction and installation works on carry-over construction sites, copies of consolidated estimate calculations of construction) of financing of capital investments		6 years EPC	after completion of construction
2.2. Credit-financial issues
Correspondence on credit-economic issues		6 years EPC
Correspondence on issues of refinancing, required reserves, deposit operations and taxation		10 years EPC
Correspondence on financial-credit issues		6 years EPC
Documents (certificates, memoranda, correspondence) on realization and accounting of credit lines		10 years EPC	after closure of credit lines
Documents (copies of Government resolutions, petitions of local self-government bodies, calculations, allocations, conclusions, correspondence) on crediting 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 the monetary-credit sphere, forecasting and analysis of placement and attraction of credits		6 years EPC
Documents (petitions, economic calculations, drafts of credit agreements, conclusions) on previously received and granted bank credits		10 years EPC	after repayment of credit
Documents (conclusions, acts, correspondence) on write-off of credits hopeless for collection		10 years EPC	after write-off of credit from off-balance accounting
Documents (credit agreements, applications, reports) on credits and loans issued to employees of FCI		10 years	after repayment of credit, loan
Information on intra-system redistribution of credit resources		6 years EPC
Credit files of borrowers – legal entities and individuals (credit applications, credit agreements, certificates, urgent obligations, constituent documents of borrowers, correspondence, etc.)		10 years EPC	after repayment of credit
Payment statements, copies of settlement documents, correspondence on attraction and transfer of credits		10 years EPC
Monthly, daily certificates, grouping statements on the state and use of credit resources		6 years EPC
Journals of registration of applications for credits		6 years
Journals (books) of registration of credit agreements with legal entities and individuals		6 years EPC	after expiration of the last agreement, contract
3. CASH OPERATIONS, COLLECTION
3.1. Cash operations
Documents (calculations, summaries) on the issue of establishing the minimum allowable balance of cash in the operating cash desk at the end of the day		3 years
Cash documents (receipt and expenditure cash orders for valuables stored in the money vault, cash checks, announcements for cash contribution) with appendices on operations with national currency		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Agreements on collective (brigade) material liability concluded by FCI with employees performing operations with valuables		6 years	after expiration of the agreement
Agreements on full material liability concluded by FCI with cash and collection employees		6 years	after dismissal of the materially responsible person
Books of accounting of money and valuables stored in the vault, accepted and issued money (valuables), precious metals		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
4. OPERATIONS WITH SECURITIES
4.2. Operations with securities
Correspondence on issue, circulation of deposit, savings certificates, bills		5 years EPC
Documents (information, conclusions, reports on audit results) on identified violations of legislation of the Kyrgyz Republic on securities		5 years EPC
Warnings of the NBKR made based on results of audit of FCI activity on the securities market		5 years EPC
Instructions of the NBKR on elimination of violations of legislation on the securities market		5 years EPC	after elimination of violations
Personal accounts of shareholders		10 years	after termination of ownership right to a share. Subject to completion of audit (revision)
Agreements of purchase and sale of corporate securities		5 years EPC	after expiration of the agreement
Agreements of purchase and sale of shares of a financial and credit institution by legal entities and individuals; documents thereto (transfer orders, subscription lists, application-obligations for acquisition of shares)		10 years
Extracts from registers of shareholders		10 years EPC
5. FOREIGN ECONOMIC ACTIVITY
5.1. International relations and settlements
Correspondence with international organizations, foreign banks on cooperation		5 years EPC
Correspondence on issues of implementation of external relations		5 years EPC
Correspondence on issues of opening and maintaining accounts, investment activity		6 years
Correspondence on guarantees and letters of credit on export and import operations		10 years	after closure of guarantee, letter of credit, credit line
Documents (certificates, conclusions, correspondence) on issues of international settlements		6 years
Agreements, accords, contracts with foreign banks, international and foreign organizations, amendments and supplements thereto		6 years EPC	after expiration of the agreement, accord, contract
5.2. Currency operations
Correspondence on issues of currency operations		6 years
Documents (exchange certificates, operational sheets, correspondence) on conducting operations on interbank currency exchanges		6 years
Documents (personal accounts for received forms of traveler's checks, notices) drawn up during operations with traveler's checks		6 years
Documents (certificates, receipts, orders, etc.) of citizens on currency-exchange operations		6 years
Documents (statements, information, certificates) on maintaining accounts in precious metals		10 years
Documents (certificates, information, statements, correspondence) on maintaining correspondent accounts in foreign currency		10 years
Certificates of registration of currency operations related to capital movement in territorial institutions of the NBKR		6 years	after completion of investment operation
Agreements with banks – issuers of traveler's checks		6 years EPC	after expiration of the agreement
Control documents (applications, certificates, calculations) of issuers of traveler's checks		6 years
Cash and off-balance receipt and expenditure orders; documents (certificates, statements) thereto on operations with foreign currency		6 years
Memorial and off-balance documents (orders, payment orders) on operations with foreign currency		6 years
Personal accounts on currency operations		6 years	after closure of account
Extracts from personal accounts in correspondent banks		6 years
Orders on transfer of funds from accounts in foreign currency, in precious metals		10 years
Confirmations of receipt of funds in foreign currency, in precious metals		10 years
Dossiers of current currency accounts of clients		6 years	after closure of account
Tariffs of commission remuneration for performing currency operations		permanent
Agreements (accords, contracts) on conducting banking operations and transactions with foreign currencies, precious metals		10 years	after expiration of the agreement (accord, contract)
Certificates on the state of resources in precious metals and currency		10 years
Applications for conducting currency operations related to capital movement, with a mark of registration in territorial institutions of the NBKR		6 years	after expiration of all currency operations within the application
Completed applications of clients for purchase-sale of currency and payment documents thereto		6 years
Cards on balance and off-balance accounts in foreign currency, precious metals		10 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
6. ACCOUNTING AND REPORTING
6.2. Settlement-cash servicing of legal entities
Documents (notices, certificates, copies of constituent documents) on opening accounts and on formalizing powers to dispose of accounts		6 years	after closure of account
Documents (copies of payment and cash orders, memorial orders, orders to announcements for cash contribution) of receipt-expenditure operations on accounts of legal entities		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Documents (acts, inventories, lists, correspondence) on transfer of personal accounts of clients from a financial and credit institution to the NBKR or to other FCI		6 years
Documents (acts of reconciliation with tax bodies, calculations, certificates on tax payments) on issues of taxation		6 years
Documents (stubs of issued letters of credit, control sheets for letters of credit, client applications, permits for payment of overdue letters of credit) on letter of credit operations		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Documents (stubs of checks, paid checks, applications on loss of checks, confirmations, guarantee letters) on settlement and target checks		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Albums of impressions of seals and signatures of officials of FCI authorized to sign payment documents		10 years	after replacement with new ones
Memorial documents (orders, payment orders, certificates, statements, acts) on issuance and return of credits		10 years EPC	after repayment of credit (closure of credit line)
Personal accounts on correspondent accounts		10 years	after closure of account
Personal accounts on closed accounts of legal entities		6 years	after closure of account
Personal accounts for accounting of operations on credits and loans for individual housing construction and other purposes issued to employees		6 years	after closure of account
6.3. Deposit operations
Documents (reports, registers, correspondence) on issues of introduction and issuance of plastic payment cards		5 years
Documents (orders of savings books, bank cards, notices with specimen signature of depositor) on closed accounts of depositors		10 years	after closure of personal account
Documents (orders, applications for partial transfer of deposit, used savings books, one-time powers of attorney) on operations with deposits		10 years
Documents (registers of accounting of accepted applications on transfer of deposit, applications on transfer of amounts contributed in cash, copies of payment orders) on transfer operations		10 years
Memorial and cash documents on deposits of citizens		10 years
6.4. Accounting
Correspondence on organization and conduct of settlements, settlement operations		10 years
Documents (acts, protocols, statements) on revaluation and determination of depreciation of fixed assets		permanent
Documents (protocols, inventories, acts) on inventory of buildings, structures, property and inventory items		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Protocols of commissions on writing off amounts from the balance sheet or on removing them from off-balance accounting with petitions justifying the write-off of amounts		10 years EPC
Acts of write-off of fixed assets		6 years EPC	after write-off
Acts of write-off of property and inventory		6 years EPC
Personal accounts on balance and off-balance accounts for settlements in national currency (except those specified in articles 290, 310, 311, 312, 313)		6 years
Memorial and cash orders on operations with national currency; documents (payment orders, certificates, applications, statements) thereto		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Consolidated, calculation, calculation-payment statements for issuance of wages, dividends		6 years
Information on the amount of wages and length of service of employees submitted to tax bodies		6 years
Agreements on acquisition of fixed assets		10 years EPC	after write-off of fixed assets
Agreements on material liability		6 years	after dismissal of the materially responsible person
Economic agreements		6 years	after expiration of the agreement
Powers of attorney for receipt of monetary amounts and inventory items (including cancelled ones)		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Guarantee letters; documents (applications, correspondence) thereto		10 years	after return of the bank guarantee
Accounting registers (general ledger, journal-orders)		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Journals of registration of writs of execution, books of accounting of deposited wages		6 years
Cards, books and journals of analytical accounting on balance and off-balance accounts		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Books of registration of accounts, powers of attorney, payment orders		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Books of accounting of fixed assets		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
Books of accounting of low-value and quickly wearing items		6 years	subject to completion of audit (revision). In case of disputes, disagreements, investigative and judicial cases – retained until final decision
7. AUTOMATION OF BANKING WORKS
Documents (memoranda, certificates, correspondence) on the banking (including international) telecommunications network, electronic settlements, banking technologies, informatization		5 years EPC
Documents (acts, certificates, protocols, conclusions, applications, calculations, statements, correspondence) on acceptance for operation, on breakdowns and idle time of equipment		5 years
Documents (acts, certificates, nomenclatures, specifications, applications, correspondence) on conducting adjustment, repair, preventive works		3 years
Agreements on design, creation, implementation of automated systems and software products		5 years EPC	after expiration of the agreement
8. ADVERTISING AND INFORMATION ACTIVITY
Documents (reports, messages) for publication in mass media		3 years
Information reviews		until no longer needed
9. WORK WITH PERSONNEL, TRAINING AND RETRAINING OF CADRES
Personal files (applications for employment and dismissal, personnel record sheets, autobiographies, copies of education documents, copies of orders on employment, transfer, encouragement, dismissal, questionnaires, characteristics)
a) managers		permanent
b) employees		75 years – "V" EPC
c) interns and trainees		10 years
Questionnaire data of managers submitted to the NBKR		10 years EPC	after dismissal of the manager
Schedules of granting vacations, applications, summaries, lists, correspondence on the use of vacations by workers and employees		1 year
10. ORGANIZATION OF LABOR
Documents (lists, schedules, applications, certificates, conclusions, correspondence) on conducting certification and establishing qualifications		5 years
11. PROTECTION OF BANKING INFORMATION
Correspondence on information protection		5 years EPC
Documents (certificates, memoranda, correspondence, etc.) on processing and analysis of incoming official and confidential information about clients, business partners		10 years
Documents (acts, memoranda, correspondence) on violations of rules of working with documents containing information of limited dissemination		5 years EPC
Documents (memoranda, certificates, permits, correspondence) on issues of access to work with documents of limited dissemination		5 years EPC
Acts of inspections of the state of technical protection of information		10 years EPC
12. ADMINISTRATIVE-ECONOMIC SERVICING AND MATERIAL-TECHNICAL SUPPLY
13.1. Administrative-economic issues
Journals, books of accounting of issuance of non-heraldic seals, stamps		3 years	after write-off, return or replacement of all seals accounted for in the journal
Books, journals of registration of arrival and departure of workers and employees		1 year
13.2. Material-technical supply
Correspondence on material-technical supply		5 years
Documents (consolidated statements, tables, calculations, applications, correspondence) on the need for materials and equipment		5 years
Documents (summaries, information) on receipt, expenditure, remains of raw materials and materials		5 years
Documents (memoranda, correspondence) on organization and equipment of warehouse premises		6 years
Documents (acts, information, certificates, statements, cards, inventories, waybills, orders) on movement and remains of goods and materials in the warehouse		5 years
Documents (acts, information, certificates, correspondence) on shortages and embezzlements of goods, materials and equipment		6 years EPC

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• Retention periods apply to documents created before the approval of these Amendments

Documents (orders, correspondence) on the production of strict reporting forms

5 years

Passes for the removal of goods and materials from the warehouse

3 years

Books of accounting for the movement and balances of goods and materials in the warehouse

6 years

after the write-off of material and property assets

13. 3. Transport services

Documents (acts, correspondence) on the write-off of vehicles

6 years

after

write-off of vehicles

Documents (information, acts, correspondence) on the technical condition and inspection of motor vehicles

6 years

Documents (requests, calculations, correspondence) on determining the need for motor vehicles

3 years

Documents (requests, acts, information, correspondence) on the repair of vehicles

6 years

Documents (information, correspondence) on the consumption of fuels and lubricants, spare parts

6 years

13. 4. Organization of internal communications

Correspondence on the implementation of work on telephonization, radioification, signaling

3 years

Correspondence on the lease of technical means of communication

5 years

Documents (memos, certificates, correspondence) on the state of the communication service

5 years

Documents (acts, information, summaries, schedules, statements, correspondence) on the operation and repair of communication means

5 years

Documents (requests, accounting books, correspondence) on the installation, movement, removal of communication means

5 years

Acts of commissioning of communication lines

1 year

after

removal of communication lines

Books of accounting for the installation, movement, removal of communication means

6 years

provided that the inspection (audit) is completed. In case of disputes, disagreements, investigative and court cases - they are retained until a final decision is made

13. 5. Organization of security

Correspondence on the organization of security of facilities of financial and credit institutions and contractual and estimate work

5 years EPC

Correspondence on violations of the pass and intra-facility regime

5 years

Documents (requests, statements, acceptance-transfer acts, cards, inventories, certificates, memos, correspondence) on the circulation of weapons and on issues of obtaining combat weapons for temporary use, their accounting, storage and use

5 years

Reports on the state of security at facilities

3 years

Acts of inspections of the organization of security and the state of engineering and technical means of security of facilities

10 years

Contracts for the security of buildings

6 years

after the expiration of the contract

Waybills for forms of certificates and passes, acts for the destruction of certificates and all types of passes, their stubs, acts of audits and inspections of the work of the pass bureau

3 years

Lists of persons entitled to hand over (remove from security) premises

3 years

after

replacement with new ones

Book of accounting for the daily consumption of forms of service certificates, passes and the number of valid service certificates and passes

3 years

Book of accounting for visitors by one-time passes

1 year

Journal of accounting for the issuance of material passes, passes for valuables

3 years

Journal of accounting for the movement of one-time and material passes, passes for valuables

3 years

Book of acceptance and handover of keys from premises of financial and credit institutions

1 year

Book of accounting for seals and stamps used for issuing service certificates and passes

3 years

after

write-off, return or replacement of all seals registered in the book

Journal of accounting for the issuance of temporary passes

3 years

Journal of accounting for the issuance of one-time passes

3 years

Book of accounting for issued forms of one-time passes, passes for valuables and requests for material passes

3 years

after

marking in the book of all registered passes

Journal of accounting for vehicles at the checkpoint

1 year

15. TRADE UNION COMMITTEE

Applications of trade union members for material assistance, provision of vouchers to boarding houses, children's institutions, etc. and decisions on them

3 years

APPROVED AGREED

Minutes of the meeting Minutes of the meeting

Central Expert-Verification Central Expert

Commission of the State Commission of the National

Archival Service of the Kyrgyz Bank of the Kyrgyz

Republic under the Government Republic

of the Kyrgyz Republic

from ______ No. _____ from ______ No. ______

Contacts

Public reception

+996 (312) 61-04-86 +996 (312) 66-90-15 +1257, +1256

Consumer Protection Department

+996 (312) 66-90-15 +1671, +1666

Report corruption

+996 (312) 66-90-15 +2120 +996 (312) 61-04-00

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+996 (312) 61-07-11

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E-mail

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