AGENCY: Department of Commerce. Division of Securities
SERIES: 24583
TITLE: Primary audit files
DATES: 1999-
ARRANGEMENT: Alphabetical by case name.
DESCRIPTION: These audit files contain information obtained from broker-dealers and agents, investment advisers and investment adviser representatives, as a result of a securities audit. These are the primary audit files which contain the audit reports and exhibits used in the case against the individual or company. These files may include client account information, correspondence, memoranda, trade blotters, ledgers, ledger accounts, trade confirmations, buy and sell tickets, new account information, cash and margin account documentation, employee records, employee licensing history, customer complaints and other like business documents. Personal Identifying Information (PII) that may be contained within Division primary audit files: These files contain vulnerable adult reports and other information obtained from broker-dealers and agents, investment advisers and investment adviser representatives, during securities audits and reporting, name, DOB, SSN, personal address, personal email, financial account information, employee records, customer complaints. Purpose for which Primary Audit Files is Collected: This information is compiled in order to create audit reports and exhibits. These files contain supporting documentation for administrative and civil securities cases.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2003
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.
Audio cassettes: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.
Video recordings master: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
These records contain information used in auditing and investigating companies for their compliance with securities regulations.
PRIMARY DESIGNATION
Protected. UCA 63G-2-305(9)(e)