Records to be Retained
(1)Each certified provider and master trustee shall maintain records to document the balances and transactions included in its annual report filed pursuant to OAR 441-930- 0068 and 441-930-0250 (Annual Report) and shall retain these records for examination by the director. Each certified provider and master trustee shall make, keep and preserve the following books, accounts and other records for a period of three years after funds from all trust have been distributed, at need or upon cancellation of the contract. The records required to be maintained include, but are not limited to:
(a)Work papers documenting preparation of the annual report;
(b)General ledger or subsidiary ledger account records relating to prearrangement plans;
(d)Sales registers that show the delivered merchandise and/or services provided in the appropriate trust agreement file, including the name and date of birth of the beneficiary and a description of the merchandise;
(e)Work papers documenting distribution of interest income to individual trusts in a common trust account;
(f)Prearrangement or preconstruction contract files, trust agreement files, and other supporting documentation related to prearrangement transactions. Every contract sold or to be administered by the certified provider must be accounted for and retained, even if they were voided or not issued;
(g)Bank statements; and
(h)Statements from other financial institutions.
(2)Books, accounts, and other records required to be maintained under section (1) of this rule may be maintained:
(a)In a photographic, electronic, and other similar form; or
(b)At a location in Oregon, unless specifically authorized by the director.
Rule 441-930-0330 — Records to be Retained,