Bank documents are stored by type in separate folders and most often in chronological order. The selection is carried out by the employee responsible for the formation of documentation. A special commission deals with the destruction of expired documents.
The storage of bank documents is carried out both by the banks themselves and by the organizations that hold the accounts. The order of storage in one institution may differ slightly from the order of storage in another.
How are bank documents stored in organizations
Documents from the bank that are in the organization confirm the conduct of monetary transactions and are reflected in the accounting records. The place of their storage is the accounting department, whose employees can divide all papers by type in separate folders in the context of accounts and banks. If an enterprise has several current accounts, then a separate folder is created for each, if a currency account, then the currency of the account is indicated on the cover and spine. Chronological order is used to record statements for each account. Each statement has a binder consisting of payment documents and justifications for payment for each transaction day.
A separate folder is created for paid invoices. Currency control documents are stored in separate folders, where you can find all the information on working with currency accounts. We are talking about passports of transactions, certificates of confirmation of work or services performed, certificates of foreign exchange transactions and others. If the volume of documentation is small, there will be enough registers indicating the document number, amount and date.
How documents are stored in commercial banks
These institutions store documents confirming the financial and economic activities of the bank and settlement and payment documents of clients. Responsibility for them lies with the manager and the chief accountant. Both paper and electronic documents are subject to storage. Paper ones are kept in a special storage facility, for access to which you need to obtain a special permit. The permit must be signed by the chief accountant or his deputy.
The filing of memorial documentation is carried out daily, for this a separate folder is set up, in which the documents are also stored in chronological order. The selection is carried out by an employee who is responsible for the correct formation of financial documentation. Other folders consist of cash financial papers and papers reflecting information on customer deposits. Documents containing information on operations with precious metals are filed into separate folders.
The need to place certain types of documents in different folders is due to the fact that each paper has its own shelf life. This also applies to the storage of documents in electronic form. For the destruction of documents with an expired storage period, a special commission is assembled, whose members look through each paper, and then fill out a special act, which confirms that documents with an expired storage period were destroyed.
