• General Rule 6. General Rule 6. Record Keeping

    • General Rule 6.1 Application

      This General Rule 6 applies to a Licensed Firm and to an Authorised Firm in respect of a Relevant Requirement.

    • General Rule 6.2 General Rule 6.2 General Requirements

      • General Rule 6.2.1

        A Licensed or Authorised Firm must maintain appropriate records of:

        (A) matters and dealings, including accounting records;
        (B) policies and procedures; and
        (C) other documentation,

        which are required under Relevant Requirements.

    • General Rule 6.3 General Rule 6.3 Maintenance of Records

      • General Rule 6.3.1

        A Licensed or Authorised Firm must ensure records, however stored, are capable of reproduction on paper within a reasonable period not exceeding three (3) Business Days.

      • General Rule 6.3.2

        In maintaining records, a Licensed or Authorised Firm must have regard to any requirements for preservation, confidentiality, security and the frequency and ease of access required to records.

      • General Rule 6.3.3

        Subject to General Rule 3.3 the Licensed or Authorised Firm may maintain records created by third parties in any language. If those records are requested by the QFCA they must be reproduced in English within a reasonable period not exceeding three (3) Business Days of the date of the request.

        Amended (as from 23rd September 2014)

      • General Rule 6.3.4

        (A) Where original documents cannot be maintained, copies may be kept, provided they are duly certified copies of the original documents.
        (B) A document in (A) must be certified by:
        (i) in the case of a document created or issued or copied by the Licensed or Authorised Firm itself, a director or secretary of the Firm;
        (ii) in the case of a document issued by a public body responsible for the maintenance of the original document, a Person properly authorised by that public body; or
        (iii) in any other case, a Person duly authorised to certify official documents in the jurisdiction in which the copy is being certified.
        Amended (as from 23rd September 2014)

      • General Rule 6.3.5

        Unless otherwise stated in a specific provision, records and documents must be maintained by the Licensed or Authorised Firm for at least six (6) years.