Protection of Security Devices, User ID and Passwords

• Pacific Crest Saving Bank will only distribute online and mobile banking access credentials to account owners and co-owners.
• Use strong complex passwords and change them periodically.
• All security procedures and access credentials should be protected, confidential, and accessible to only authorized users of accounts.
• Notify us immediately, if any security procedures or credentials are stolen or become known to non-account-holders.
• Maintain workstations, computers and internet access in a secure environment. This includes keeping up to date operating systems, security patches, antivirus software, and spyware to protect against viruses and malware.

Marking Electronically Deposited Checks as Deposited

• To make sure that an electronically deposited check is not processed multiple times in print or electronic form, we recommend noting on the face that it has already been deposited electronically.
• Marking a check this way allows you to identify that it has been deposited if it becomes mixed with undeposited checks.
• You can choose to mark your checks manually, with a stamp, or by another means to show they have been electronically deposited.
• We also suggest marking checks again after you receive confirmation that the deposit was received and accepted by Pacific Crest.

Check Retention Archive Requirement

• Checks processed through the mobile banking app or Remote Deposit Capture (RDC) system should be retained for a period of 60 days.
• Report any errors within 60 days, after which time Pacific Crest will consider the transaction correct.

Secure Storage

• We recommend that customers securely store all checks and related banking information until destruction.
• It works well to store processed checks away from where you make deposits to prevent them from being deposited again.
• For businesses, we recommend having one person be responsible for storing processed checks and another to handle the active deposits.
• Again, we recommend storing deposited checks for 60 days to allow processing time for any items that may be returned, and for reviewing transactions and reconciling bank statements.

Secure Destruction

• After the 60 day retention period, items should be disposed of using a secure process.
• We strongly recommend using crosscut shredding for check destruction.

 Additional Best Practices for Businesses

• Establish policies and procedures based on the recommendations of this document.
• We recommend separating depositing duties, as possible. For example, you could have one employee complete the check scanning process and another send the batch of checks to the bank.
• Perform periodic audits to ensure your internal controls are working correctly.
• Create a backup plan for depositing print checks, should electronic deposit not be working correctly for some reason.
• Remove inactive users or others who are no longer employed at your company from account access.
• Notify Pacific Crest of important business changes such as the relocation of your check scanners.