VAULT MANUAL I.

INTRODUCTION A bank vault (or strongroom) is a secure space where money, valuables, records, and loan documents can be stored. It is intended to protect their contents from theft, unauthorized use, fire, natural disasters, and other threats. Bank vault typically contains many safe deposit boxes, teller cash drawers, as well as places for loan documents and other valuable assets of the bank or its customers. The Community Rural Bank of Dapitan City, Inc. is a repository of safe deposit boxes, teller cash drawers, loan documents and other valuable assets of the bank. The bank is duly bond to protect these documents from theft, unauthorized used, fire and other man-made/natural disasters. This VAULT MANUAL is designed for safekeeping, speed in accessing and ease in retrieving such bank documents. It provides the authorized employees the much needed steps/procedures on how to safeguard these valuable documents. To facilitate the safekeeping and retrieval, the contents of the vault are classified and color coded. Furthermore, a computer program using the Microsoft Office Access is designed for the purpose. II. VAULT CONTENTS Documents safely kept by the Cash, Loans, and Accounting departments; 201 Files of the employees; valuable assets of the bank; corporate files. 1. Cash Department Documents a. Accountable Forms Official Receipts New/Cancelled Passbooks Cashiers Checks Certificate of Time Deposits Stock Certificates Temporary Receipts Signature Cards b. Corporate Documents Deposit Slips Blank/Cancelled Stock Certificates Articles of Incorporation
COMMUNITY RURAL BANK OF DAPITAN CITY, INC. 1

By-laws Stock Transfer Book

2. Loan Department Documents a. Borrowers credit files segregated according to loan type and placed in a box according to loan status with specific color coding. a.1.) a.2.) Loan Type Classification Agrarian Reform Other Agri Credit Consumption Other Purposes SME-Small SME-Medium Loan Status Color coded Current Accounts Past Due Accounts Items in Litigation Paid Accounts

Green boxes Maroon boxes Black boxes Red boxes

b. Real and Other Properties Acquired (ROPA) Consolidated Not-consolidated 3. Accounting Department Documents a. Books of Accounts General Ledgers Subsidiary Ledgers 4. Employees 201 files and other pertinent employee documents 5. Valuable assets of the bank a. Projector b. Video Camera c. Compact Disc Stereo Radio Cassette Recorder d. Banks Seal 6. Corporate Files a. Annual Stockholders Meeting Minutes b. Regular Monthly Meeting Minutes c. Special Meeting Minutes d. Recall Sheets/Committee Meeting Minutes e. Other BOD correspondence such as:
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 III.

Memo sent to the BOD Letters Sent to the BOD And other Relevant Correspondence

WHO CAN ACCESS SPECIFIC DOCUMENT IN THE VAULT The Community Rural Bank of Dapitan City, Inc. confers full trust and confidence to access vault contents to the following authorized employees: Cashier all documents pertaining to his/her department Filing Clerk all documents pertaining to the following: Loan and Accounting departments, employees 201 files, valuable assets of the bank, corporate files.

IV.

HOW TO ACCESS VAULT CONTENTS 1. The authorized employee must log in his/her purpose in the Cashiers Logbook; he/she duly keeps before and after entering the vault. 2. The Requesting-Employee (RE) must log in his/her purpose in the Vault Logbook. 3. The RE, at the end of the day, must return all documents requested. Once returned, proper acknowledgement is entered in the logbook by the RE and the authorized employee.

V.

PROCEDURES To ensure safekeeping and ease in the paper trail of any bank documents, the following steps/procedures must be adhered to. These are: 1. How to access cash and accounting documents/201 files/ corporate files/Banks Assets Log-in (Cashiers Logbook) Get the document(s) needed Close the door before leaving Log-out 2. How to access loan documents for Accommodation (AC) and insurance renewal. Log-in Get the list scheduled for AC and insurance renewal Search in the program to determine the location Get the document(s) needed Close the door before leaving Log-out
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3. How to access loan documents for reference purposes and loan release Log-in Loan clerk indicates the name(s) scheduled for release/reference in the vault logbook Search in the program to determine the location Get the document(s) needed Close the door before leaving Log-out 4. How 5. How to retrieve documents taken out from the vault. FC gets the document(s) from the clerks responsible Log-in (Cashiers Logbook) Return the document(s) into their respective boxes Close the door before leaving Log-out

to manipulate the program Microsoft office Access Open the file name of the program Double click Search File Search borrowers name and click Enter Loan Number, Borrowers Name, Loan Type, Loan Status and Box Number are displayed Click Close to exit

COMMUNITY RURAL BANK OF DAPITAN CITY, INC.