Rule 17a-3
  Records to Be Made by Certain Exchange Members, Brokers and Dealers
a.
Every member of a national
securities exchange who transacts a business in securities directly with
others than members of a national securities exchange, and every broker
or dealer who transacts a business in securities through the medium of
any such member, and every broker or dealer registered pursuant to
Section 15 of the
Securities Exchange Act of 1934, as amended, shall make and keep current
the following books and records relating to its business:
1.
Blotters (or other records of original entry) containing an itemized daily
record of all purchases and sales of securities, all receipts and deliveries
of securities (including certificate numbers), all receipts and disbursements
of cash and all other debits and credits. Such records shall show the
account for which each such transaction was effected, the name and amount
of securities, the unit and aggregate purchase or sale price (if any),
the trade date, and the name or other designation of the person from whom
purchased or received or to whom sold or delivered.
2.
Ledgers (or other records) reflecting all assets and liabilities, income
and expense and capital accounts.
3.
Ledger accounts (or other records) itemizing separately as to each cash
and margin account of every customer and of such member, broker or dealer
and partners thereof, all purchases, sales, receipts and deliveries of
securities and commodities for such account and all other debits and credits
to such account.
4.
Ledgers (or other
records) reflecting the following:
i.
securities in transfer;
ii.
dividends and interest received;
iii.
securities borrowed and securities loaned;
iv.
moneys borrowed and moneys loaned (together with a record of the collateral
therefor and any substitutions in such collateral);
v.
securities failed to receive and failed to deliver;
vi.
All long and all short securities record differences arising from the
examination, count, verification and comparison pursuant to
Rule 17a-5, Rule 17a-12, and
Rule 17a-13 (by date of examination,
count, verification and comparison showing for each security the number
of long or short count differences);
vii.
Repurchase and reverse repurchase agreements;
5.
A securities record or ledger reflecting separately for each security
as of the clearance dates all "long" or "short" positions
(including securities in safekeeping and securities that are the subjects
of repurchase or reverse repurchase agreements) carried by such member,
broker or dealer for his account of for the account of his customers or
partners or others and showing the location of all securities long and
the offsetting position to all securities short, including long security
count differences and short security count differences classified by the
date of the physical count and verification in which they were discovered,
and in all cases the name or designation of the account in which each
position is carried.
6.
i. A
memorandum of each brokerage order, and of any other instruction, given
or received for the purchase or sale of securities, whether executed or
unexecuted. The memorandum shall show the terms and conditions of the
order or instructions and of any modification or cancellation thereof;
the account for which entered; the time the order was received; the time
of entry; the price at which executed; the identity of each associated
person, if any, responsible for the account; the identity of any other
person who entered or accepted the order on behalf of the customer or,
if a customer entered the order on an electronic system, a notation of
that entry; and, to the extent feasible, the time of execution or cancellation.
The memorandum need not show the identity of any person, other than the
associated person responsible for the account, who may have entered or
accepted the order if the order is entered into an electronic system that
generates the memorandum and if that system is not capable of receiving
an entry of the identity of any person other than the responsible associated
person; in that circumstance, the member, broker or dealer shall produce
upon request by a representative of a securities regulatory authority
a separate record which identifies each other person. An order entered
pursuant to the exercise of discretionary authority by the member, broker
or dealer, or associated person thereof, shall be so designated. The term
instruction shall include instructions between partners and employees
of a member, broker or dealer. The term time of entry shall mean
the time when the member, broker or dealer transmits the order or instruction
for execution.
ii. This
memorandum need not be made as to a purchase, sale or redemption of a
security on a subscription way basis directly from or to the issuer, if
the member, broker or dealer maintains a copy of the customer's subscription
agreement regarding a purchase, or a copy of any other document required
by the issuer regarding a sale or redemption.
7. A
memorandum of each purchase and sale for the account of the member, broker,
or dealer showing the price and, to the extent feasible, the time of execution;
and, in addition, where the purchase or sale is with a customer other
than a broker or dealer, a memorandum of each order received, showing
the time of receipt; the terms and conditions of the order and of any
modification thereof; the account for which it was entered; the identity
of each associated person, if any, responsible for the account; the identity
of any other person who entered or accepted the order on behalf of the
customer or, if a customer entered the order on an electronic system,
a notation of that entry. The memorandum need not show the identity of
any person other than the associated person responsible for the account
who may have entered the order if the order is entered into an electronic
system that generates the memorandum and if that system is not capable
of receiving an entry of the identity of any person other than the responsible
associated person: in that circumstance, the member, broker or dealer
shall produce upon request by a representative of a securities regulatory
authority a separate record which identifies each other person. An order
with a customer other than a member, broker or dealer entered pursuant
to the exercise of discretionary authority by the member, broker or dealer,
or associated person thereof, shall be so designated.
8.
Copies of confirmations of all purchases and sales of securities, including
all repurchase and reverse repurchase agreements, and copies of notices
of all other debits and credits for securities, cash and other items for
the account of customers and partners of such member, broker or dealer.
9.
A record in respect
of each cash and margin account with such member, broker or dealer indicating
i.
the name and address of the beneficial owner of such account, and
ii.
except with respect to exempt employee benefit plan securities as defined
in Rule 14a-1(d), but only to the
extent such securities are held by employee benefit plans established
by the issuer of the securities, whether or not the beneficial owner of
securities registered in the name of such members, brokers or dealers,
or a registered clearing agency or its nominee objects to disclosure of
his or her identity, address and securities positions to issuers, and
iii.
in the case of a margin account, the signature of such owner; Provided,
That, in the case of a joint account or an account of a corporation, such
records are required only in respect of the person or persons authorized
to transact business for such account.
10.
A record of all puts, calls, spreads, straddles and other options in which
such member, broker or dealer has any direct or indirect interest or which
such members, broker or dealer has granted or guaranteed, containing,
at least, an identification of the security and the number of units involved.
An OTC derivatives dealer shall also keep a record of all eligible OTC
derivative instruments as defined in
Rule 3b-13
in which the OTC derivatives dealer has any direct or indirect interest
or which it has written or guaranteed, containing, at a minimum, an identification
of the security or other instrument, the number of units involved, and
the identity of the counterparty.
11.
A record of the
proof of money balances of all ledger accounts in the form of trial balances,
and a record of the computation of aggregate indebtedness and net capital,
as of the trial balance date, pursuant to
Rule
15c3-1; Provided, however,
i.
That such computation need not be made by any member, broker or dealer
unconditionally exempt from Rule 15c3-1 by paragraph
(b)(1)
or (b)(3), thereof; and
ii.
that any member of an exchange whose members are exempt from Rule 15c3-1
by paragraph
(b)(2) thereof shall
make a record of the computation of aggregate indebtedness and net capital
as of the trial balance date in accordance with the capital rules of at
least one of the exchanges therein listed of which it is a member. Such
trial balances and computations shall be prepared currently at least once
a month.
12.
i.
A questionnaire
or application for employment executed by each "associated person"
(as defined in paragraph (h)(4) of this section)
of the member, broker or dealer, which questionnaire or application shall
be approved in writing by an authorized representative of the member,
broker or dealer and shall contain at least the following information
with respect to the associated person:
A.
The associated person's name, address, social security number, and the
starting date of the associated person's employment or other association
with the member, broker or dealer;
B.
The associated person's date of birth;
C.
A complete, consecutive statement of all the associated person's business
connections for at least the preceding ten years, including whether the
employment was part-time or full-time;
D.
A record of any denial of membership or registration, and of any disciplinary
action taken, or sanction imposed, upon the associated person by any federal
or state agency, or by any national securities exchange or national securities
association, including any finding that the associated person was a cause
of any disciplinary action or had violated any law;
E.
A record of any denial, suspension, expulsion or revocation of membership
or registration of any member, broker or dealer with which the associated
person was associated in any capacity when such action was taken;
F.
A record of any permanent or temporary injunction entered against the
associated person or any member, broker or dealer with which the associated
person was associated in any capacity at the time such injunction was
entered;
G.
A record of any arrest or indictment for any felony, or any misdemeanor
pertaining to securities, commodities, banking, insurance or real estate
(including, but not limited to, acting or being associated with a broker-dealer,
investment company, investment adviser, futures sponsor, bank, or savings
and loan association), fraud, false statements or omissions, wrongful
taking of property or bribery, forgery, counterfeiting or extortion, and
the disposition of the foregoing.
H.
A
record of any other name or names by which the associated person has been
known or which the associated person has used;
Provided, however,
That if such associated person has been registered as a registered representative
of such member, broker or dealer with, or his employment has been approved
by, the National Association of Securities Dealers, Inc., the American
Stock Exchange LLC, the Boston Stock Exchange, Inc., the Chicago Stock
Exchange, Inc., the New York Stock Exchange, Inc., the Pacific Exchange,
Inc., the Philadelphia Stock Exchange, Inc., the Chicago Board Options
Exchange, Inc., the Cincinnati Stock Exchange, Inc. or the International
Securities Exchange, then retention of a full, correct, and complete copy
of any and all applications for such registration or approval shall be
deemed to satisfy the requirements of this paragraph.
ii. A
record listing every associated person of the member, broker or dealer
which shows, for each associated person, every office of the member, broker
or dealer where the associated person regularly conducts the business
of handling funds or securities or effecting any transactions in, or inducing
or attempting to induce the purchase or sale of any security for the member,
broker or dealer, and the Central Registration Depository number, if any,
and every internal identification number or code assigned to that person
by the member, broker or dealer.
13.
Records required to be maintained pursuant to Rule
17f-2, paragraph (d).
14.
Copies of all Forms X-17F-1A filed pursuant to Rule
17f-1, all agreements between reporting institutions regarding
registration or other aspects of Rule 17f-1, and all confirmations or
other information received from the Commission or its designee as a result
of inquiry.
15.
Records required to be maintained pursuant to paragraph (e) of Rule 17f-2.
16.
i.
The following
records regarding any internal broker-dealer system of which such a broker
or dealer is the sponsor:
A. A
record of the broker's or dealer's customers that have access to an internal
broker-dealer system sponsored by such broker or dealer (identifying any
affiliations between such customers and the broker or dealer);
B.
Daily
summaries of trading in the internal broker-dealer system, including:
1. Securities for which transactions have been executed
through use of such system; and
2.
Transaction
volume (separately stated for trading occurring during hours when consolidated
trade reporting facilities are and are not in operation):
i. With respect to equity securities, stated in number
of trades, number of shares, and total U.S. dollar value;
ii. With respect to debt securities, stated in total
settlement value in U.S. dollars; and
iii. With respect to other securities, stated in number
of trades, number of units of securities, and in dollar value, or other
appropriate commonly used measure of value of such securities; and
C. Time-sequenced
records of each transaction effected through the internal broker-dealer
system, including date and time executed, price, size, security traded,
counterparty identification information, and method of execution (if internal
broker-dealer system allows alternative means or locations for execution,
such as routing to another market, matching with limit orders, or executing
against the quotations of the broker or dealer sponsoring the system).
ii.
For purposes
of paragraph (a) of this section, the term:
A. Internal
broker-dealer system shall mean any facility, other than a national
securities exchange, an exchange exempt from registration based on limited
volume, or an alternative trading system as defined in
Regulation
ATS, Rule 300 through Rule 303, that provides a mechanism, automated
in full or in part, for collecting, receiving, disseminating, or displaying
system orders and facilitating agreement to the basic terms of a purchase
or sale of a security between a customer and the sponsor, or between two
customers of the sponsor, through use of the internal broker-dealer system
or through the broker or dealer sponsor of such system;
B. Sponsor
shall mean any broker or dealer that organizes, operates, administers,
or otherwise directly controls an internal broker-dealer trading system
or, if the operator of the internal broker-dealer system is not a registered
broker or dealer, any broker or dealer that, pursuant to contract, affiliation,
or other agreement with the system operator, is involved on a regular
basis with executing transactions in connection with use of the internal
broker-dealer system, other than solely for its own account or as a customer
with access to the internal broker-dealer system; and
C. System
order means any order or other communication or indication submitted
by any customer with access to the internal broker-dealer system for entry
into a trading system announcing an interest in purchasing or selling
a security. The term "system order" does not include inquiries
or indications of interest that are not entered into the internal broker-dealer
system.
17.
For each account
with a natural person as a customer or owner:
i.
A. An
account record including the customer's or owner's name, tax identification
number, address, telephone number, date of birth, employment status (including
occupation and whether the customer is an associated person of a member,
broker or dealer), annual income, net worth (excluding value of primary
residence), and the account's investment objectives. In the case of a
joint account, the account record must include personal information for
each joint owner who is a natural person; however, financial information
for the individual joint owners may be combined. The account record shall
indicate whether it has been signed by the associated person responsible
for the account, if any, and approved or accepted by a principal of the
member, broker or dealer. For accounts in existence on the effective date
of this section, the member, broker or dealer must obtain this information
within three years of the effective date of the section.
B.
A
record indicating that:
1. The member, broker or dealer has furnished to each
customer or owner within three years of the effective date of this section,
and to each customer or owner who opened an account after the effective
date of this section within thirty days of the opening of the account,
and thereafter at intervals no greater than thirty-six months, a copy
of the account record or an alternate document with all information required
by paragraph (a)(17)(i)(A) of this section. The member, broker or dealer
may elect to send this notification with the next statement mailed to
the customer or owner after the opening of the account. The member, broker
or dealer may choose to exclude any tax identification number and date
of birth from the account record or alternative document furnished to
the customer or owner. The member, broker or dealer shall include with
the account record or alternative document provided to each customer or
owner an explanation of any terms regarding investment objectives. The
account record or alternate document furnished to the customer or owner
shall include or be accompanied by prominent statements that the customer
or owner should mark any corrections and return the account record or
alternate document to the member, broker or dealer, and that the customer
or owner should notify the member, broker or dealer of any future changes
to information contained in the account record.
2. For each account record updated to reflect a change
in the name or address of the customer or owner, the member, broker or
dealer furnished a notification of that change to the customer's old address,
or to each joint owner, and the associated person, if any, responsible
for that account, on or before the 30th day after the date the member,
broker or dealer received notice of the change.
3. For each change in the account's investment objectives
the member, broker or dealer has furnished to each customer or owner,
and the associated person, if any, responsible for that account a copy
of the updated customer account record or alternative document with all
information required to be furnished by paragraph (a)(17)(i)(B)(1) of
this section, on or before the 30th day after the date the member, broker
or dealer received notice of any change, or, if the account was updated
for some reason other than the firm receiving notice of a change, after
the date the account record was updated. The member, broker or dealer
may elect to send this notification with the next statement scheduled
to be mailed to the customer or owner.
C. For
purposes of this paragraph (a)(17), the neglect, refusal, or inability
of a customer or owner to provide or update any account record information
required under paragraph (a)(17)(i)(A) of this section shall excuse the
member, broker or dealer from obtaining that required information.
D. The
account record requirements in paragraph (a)(17)(i)(A) of this section
shall only apply to accounts for which the member, broker or dealer is,
or has within the past 36 months been, required to make a suitability
determination under the federal securities laws or under the requirements
of a self-regulatory organization of which it is a member. Additionally,
the furnishing requirement in paragraph (a)(17)(i)(B)(1) of this section
shall not be applicable to an account for which, within the last 36 months,
the member, broker or dealer has not been required to make a suitability
determination under the federal securities laws or under the requirements
of a self-regulatory organization of which it is a member. This paragraph
(a)(17)(i)(D) does not relieve a member, broker or dealer from any obligation
arising from the rules of a self-regulatory organization of which it is
a member regarding the collection of information from a customer or owner.
ii. If
an account is a discretionary account, a record containing the dated signature
of each customer or owner granting the authority and the dated signature
of each natural person to whom discretionary authority was granted.
iii. A
record for each account indicating that each customer or owner was furnished
with a copy of each written agreement entered into on or after the effective
date of this paragraph pertaining to that account and that, if requested
by the customer or owner, the customer or owner was furnished with a fully
executed copy of each agreement.
18.
A record:
i. As
to each associated person of each written customer complaint received
by the member, broker or dealer concerning that associated person. The
record shall include the complainant's name, address, and account number;
the date the complaint was received; the name of any other associated
person identified in the complaint; a description of the nature of the
complaint; and the disposition of the complaint. Instead of the record,
a member, broker or dealer may maintain a copy of each original complaint
in a separate file by the associated person named in the complaint along
with a record of the disposition of the complaint.
ii. Indicating
that each customer of the member, broker or dealer has been provided with
a notice containing the address and telephone number of the department
of the member, broker or dealer to which any complaints as to the account
may be directed.
19.
A record:
i. As
to each associated person listing each purchase and sale of a security
attributable, for compensation purposes, to that associated person. The
record shall include the amount of compensation if monetary and a description
of the compensation if non-monetary. In lieu of making this record, a
member, broker or dealer may elect to produce the required information
promptly upon request of a representative of a securities regulatory authority.
ii. Of
all agreements pertaining to the relationship between each associated
person and the member, broker or dealer including a summary of each associated
person's compensation arrangement or plan with the member, broker or dealer,
including commission and concession schedules and, to the extent that
compensation is based on factors other than remuneration per trade, the
method by which the compensation is determined.
20. A
record, which need not be separate from the advertisements, sales literature,
or communications, documenting that the member, broker or dealer has complied
with, or adopted policies and procedures reasonably designed to establish
compliance with, applicable federal requirements and rules of a self-regulatory
organization of which the member, broker or dealer is a member which require
that advertisements, sales literature, or any other communications with
the public by a member, broker or dealer or its associated persons be
approved by a principal.
21. A
record for each office listing, by name or title, each person at that
office who, without delay, can explain the types of records the firm maintains
at that office and the information contained in those records.
22. A
record listing each principal of a member, broker or dealer responsible
for establishing policies and procedures that are reasonably designed
to ensure compliance with any applicable federal requirements or rules
of a self-regulatory organization of which the member, broker or dealer
is a member that require acceptance or approval of a record by a principal.
b.
1.
This section shall not be deemed to require a member of a national securities
exchange, a broker, or dealer who transacts a business in securities through
the medium of any such member, or a broker or dealer registered pursuant
to Section 15 of the Act, to make or keep such records of transactions
cleared for such member, broker, or dealer as are customarily made and
kept by a clearing broker or dealer pursuant to the requirements of Rules
17a-3 and 17a-4: Provided, That the clearing broker or dealer has
and maintains net capital of not less than $25,000 and is otherwise in
compliance with Rule 15c3-1 or the capital rules of the exchange of which
such clearing broker or dealer is a member if the members of such exchange
are exempt from Rule 15c3-1 by subparagraph (b)(2) thereof.
2.
This section shall not be deemed to require a member of a national securities
exchange, a broker, or dealer who transacts a business in securities through
the medium of any such member, or a broker or dealer registered pursuant
to Section 15 of the Act, to make or keep such records of transactions
cleared for such member, broker or dealer by a bank as are customarily
made and kept by a clearing broker or dealer pursuant to the requirements
of Rules 17a-3 and 17a-4, Provided that such member, broker, or
dealer obtains from such bank an agreement in writing to the effect that
the records made and kept by such bank are the property of the member,
broker, or dealer: And Provided further, That such bank files with
the Commission a written undertaking in form acceptable to the Commission
and signed by a duly authorized person, that such books and records are
available for examination by representatives of the Commission as specified
in Section 17(a) of the Act, and that it will furnish to the Commission,
upon demand, at its principal office in Washington, DC, or at any regional
or district office of the Commission designated in such demand, true,
correct, complete, and current copies of any or all of such records. Such
undertaking shall include the following provisions:
The undersigned hereby undertakes to maintain and preserve on behalf
of [BD] the books and records required to be maintained and preserved
by [BD] pursuant to Rules 17a-3 and 17a-4 under the Securities Exchange
Act of 1934 and to permit examination of such books and records at any
time or from time to time during business hours by examiners or other
representatives of the Securities and Exchange Commission, and to furnish
to said Commission at its principal office in Washington, DC, or at any
regional or district office of said Commission specified in a demand made
by or on behalf of said Commission for copies of books and records, true,
correct, complete, and current copies of any or all, or any part, of such
books and records. This undertaking shall be binding upon the undersigned,
and the successors and assigns of the undersigned.
Nothing herein contained shall be deemed to relieve such member,
broker, or dealer from the responsibility that such books and records
be accurately maintained and preserved as specified in Rules 17a-3 and
17a-4.
c. This
section shall not be deemed to require a member of a national securities
exchange, or a broker or dealer registered pursuant to Section 15 of the
Securities Exchange Act of 1934 as amended, to make or keep such records
as are required by paragraph (a) reflecting the sale of United States
Tax Savings Notes, United States Defense Savings Stamps, or United States
Defense Savings Bonds, Series E, F and G.
d. The
records specified in paragraph (a) of this section shall not be required
with respect to any cash transaction of $100 or less involving only subscription
rights or warrants which by their terms expire within 90 days after the
issuance thereof.
e. For
purposes of transactions in municipal securities by municipal securities
brokers and municipal securities dealers, compliance with Rule G-8 of
the Municipal Securities Rulemaking Board will be deemed to be in compliance
with this section.
f. Security
futures products. The provisions of this section shall not apply to
security futures product transactions and positions in a futures account
(as that term is defined in Rule 15c3-3(a)(15)); provided, that the Commodity
Futures Trading Commission's recordkeeping rules apply to those transactions
and positions.
g. Every
member, broker or dealer shall make and keep current, as to each office,
the books and records described in paragraphs (a)(1), (a)(6), (a)(7),
(a)(12), (a)(17), (a)(18)(i), (a)(19), (a)(20), (a)(21), and (a)(22) of
this section.
h.
When used in this section:
1. The
term office means any location where one or more associated persons
regularly conduct the business of handling funds or securities or effecting
any transactions in, or inducing or attempting to induce the purchase
or sale of, any security.
2. The
term principal means any individual registered with a registered
national securities association as a principal or branch manager of a
member, broker or dealer or any other person who has been delegated supervisory
responsibility over associated persons by the member, broker or dealer.
3. The
term securities regulatory authority means the Commission, any
self-regulatory organization, or any securities commission (or any agency
or office performing like functions) of the States.
4. The
term associated person means an "associated person of a member"
or "associated person of a broker or dealer" as defined in sections
3(a)(21) and 3(a)(18) of the Act respectively, but shall not include persons
whose functions are solely clerical or ministerial.
Regulatory History |
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13 FR 8212, Dec. 22, 1948 52 FR 22299, (1987)
53 FR 16406, (1988)
59 FR 5945, Feb. 9, 1994 63 FR 59362, 59401, Nov. 3, 1998
63 FR 70844, 70919, Dec. 22, 1998
66 FR 55818, 55838, 55840, Nov. 2, 2001 67 FR 58284, 58299, Sept. 13,
2002
68 FR 15354, Mar. 31, 2003 |
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