Desktop Deposit® Controls

Users of the Wells Fargo Desktop Deposit service are responsible for maintaining control over the proper use of the service, as well as the original paper items used to make deposits through the Desktop Deposit service.

Check Safekeeping, Retention and Destruction

How you securely maintain the original paper items, how long you keep them, how you destroy them, and how you document these processes are critical to the Desktop Deposit service.

Check Safekeeping Guidelines

Desktop Deposit users are required to retain the original paper items in a secure and locked container. Access should be controlled and accessibility limited to only those individuals needing access.

  • Bags and deposit logs will assist in managing the check safekeeping and destruction process.
    • Bags help secure the storage and retention of residual checks prior to destruction.
    • Deposit logs allow you to record and identify each bag of residual checks in preparation for destruction.
  • Consider storing residual checks in a fireproof, locked cabinet with minimal employee access.

Safekeeping Bags

Wells Fargo recommends storing checks in tamper evident, check safekeeping bags. Additional safekeeping bags can be ordered from our third party scanner merchant, Superior Press, by selecting Order Scanner & Supplies from the Getting Started Box in the Desktop Deposit service or by calling 1-800-289-3557.

We also recommend you create deposit logs to capture:

  • Deposit date
  • Deposit bag number (tamper-evident bag)
  • Deposit amount (total dollar amount for the deposit)
  • Employee name (of person submitting the deposit) / initials
  • Destruction date
  • Employee name (of person destroying bag) / initials

Safekeeping Bag Storage and Logging

If you choose to use tamper evident bags and deposit logs, below are suggested instructions for the retention of the residual checks:

  1. Secure each bundle of residual checks with a rubber band.
  2. Enter the following information on the front of the bag:
    1. Your company name
    2. Date
    3. Deposit location
    4. Deposit amount
  3. Place the check bundle in the check storage bag and securely seal it.
  4. Enter the following information to your deposit log:
    1. Deposit date
    2. Bag number
    3. Deposit amount
    4. Print employee's name
    5. Employee initials
  5. Place the sealed bag containing the residual checks in a fireproof, locked cabinet or vault.

Check Retention Guidelines

Desktop Deposit users are required to retain the original paper items (i.e., items used to make deposits through the Desktop Deposit service), for a minimum of five (5) calendar days, but no longer than fourteen (14) calendar days, after they have been transmitted to the Bank. This provides sufficient time for research in case there is an issue with the image quality or if the original item is required for any other reason. During this time, the paper items should be stored in a secure and locked container, (refer to the Check Safekeeping Guidelines, above.)

After fourteen calendar days, the original paper items should be destroyed to ensure they are not accidentally deposited again (refer to the Check Destruction Guidelines, below).

Check Destruction Guidelines

Desktop Deposit users are required to securely and irretrievably destroy the original paper items (i.e., items used to make deposits through the Desktop Deposit service), after the fourteen day retention period (refer to the Check Retention Guidelines, above).

Check destruction can be performed either by an outside vendor or by you/your employees on-site. You may want to consider the following when deciding which approach works best for your business:

  • Convenience : Is it easy for an outside vendor to access your facility or is your volume low enough that your staff can quickly and easily destroy the checks?
  • Time : Do you have the necessary time/staff to destroy the residual checks on a daily basis?
  • Cost : Have you compared the cost of employee time and a shredder vs. cost of outside vendor pick-ups?

If check destruction is done on-site, a cross-cut or diamond shredder will assist in complete destruction of check information.

On-Site Destruction

You and/or your employees can also handle the destruction of original paper items (i.e., items used to make deposits through the Desktop Deposit service) by shredding them at your site. Below are suggested instructions for on-site destruction of the residual checks:

  1. Refer to the appropriate month's deposit log and, based on current date and your established retention time, determine the bag number for destruction based on your established retention time. Validate that the bag number and deposit amount are exactly the same on both the bag and the deposit log.
  2. Open the bag and shred all of the contents using your shredder. The bag can be thrown away or shredded.
  3. Complete the following information on the corresponding line of the deposit log:
    1. Destruction date
    2. Print employee name
    3. Employee initials

Off-Site Destruction

The following are suggested instructions for off-site destruction of the residual checks:

  1. Based on your established retention time, gather any bags of residual checks that are due for destruction. Validate that each bag number and deposit amount is exactly the same on both the bag and deposit log.
  2. Place the entire bag and its contents into the security container provided by your vendor.
  3. Complete the following information on the corresponding line of the deposit log:
    1. Destruction date
    2. Print employee name
    3. Employee initials

Outside Document Destruction Vendors

You can choose from a number of available vendors who specialize in document destruction. You may also want to consider your current retention/destruction provider or a local provider. For your convenience, we have provided contact information for a few of the document destruction companies:

  • Iron Mountain at 1-800-899-IRON (1-800-899-4766)
  • Shred-It at 1-800-69-SHRED (1-800-697-4733)
  • Cintas at 1-800-CINTAS1 (1-800-246-8271)

Please note, Wells Fargo does not endorse any specific document destruction company.

Desktop Deposit Control Documentation

Having these guidelines and procedures available in written form for users of the Desktop Deposit service can be an important control for the safety and integrity of deposited items. Your documented procedures may include how a user can ensure that:

  • Checks are not re-deposited
  • Information on deposited checks is not altered
  • Submitted items have good image quality
  • Submitted items have been endorsed
  • The scanner is running properly, including an adequate ink level in the cartridge

Depending on the number of users, you may also consider:

  • Occasional checks on user access levels and deposit activities.
  • Periodic reviews of the Desktop Deposit service to help ensure that your policies, procedures, practices are being followed by all users of the service.
  • Refresher training sessions to review procedures.