What to do with the original check after a remote deposit

Keep the paper check connected to its deposit attempt until the bank's status is clear. Record the check number, payer, amount, deposit account and submission reference. A photo or upload confirmation is evidence of a submission; it should not be assumed to establish acceptance and posting.

Chase's business remote-deposit guidance describes separate received, accepted and rejected notifications, along with downloadable deposit details. Use your bank's equivalent records to establish the outcome. If the submission was rejected, obtain instructions before trying again so an uncertain first attempt does not become a duplicate deposit.

Once acceptance and posting are confirmed, mark and store the original according to the bank's instructions and the business's policy. Keep deposited checks physically separate from checks still awaiting deposit. Staff collecting mail, visiting a branch or preparing the next scan should be able to distinguish the two populations.

Restrict custody to named people and document transfers between locations. A shared desk tray is a poor record of whether a check was scanned, posted or still pending. For multiple offices, use a common deposit register that shows which location holds each original and which account received it.

If the check is later requested for an investigation, record who retrieved it and what was sent. Use the bank's secure delivery instructions. Keep copies of the relevant correspondence and deposit reference without circulating complete check images to people who have no role in resolving the issue.

Read the service agreement and ask the bank how long this business should retain originals after successful deposit. Chase's guidance calls for secure handling and controls appropriate to the business; other institutions may prescribe different periods. Do not apply a remembered rule from a personal account or another bank.

Have the accountant or legal adviser reconcile the bank's instructions with the company's document policy and any active dispute or preservation requirement. Record the resulting rule, its source and who approved it. A routine destruction schedule should pause for an affected check when a valid investigation or hold requires retention.

Document destruction by deposit batch or another practical identifier once the requirements are met. Use a secure method that prevents reconstruction of account and signature information. Preserve the electronic evidence needed for accounting and bank follow-up under the approved records policy.

Review outstanding originals against the deposit register regularly. An old check marked pending may signal a rejected submission, a missing bank credit or an incomplete status update. Investigate the bank record before disposing of it or asking the customer to send a replacement.

Match the accepted deposit to the customer receipt and bank statement without creating a second receipt from the bank feed. If a check returns later, link the return to the original item and adjust the customer record through the approved accounting process. Keep the physical-check question separate from whether the receivable remains unpaid.

When a duplicate deposit is suspected, contact the bank promptly with both submission references and preserve the records. Do not try to fix the situation by sending money to an unverified requester. Close the exception with the bank's supported adjustment and the accountant's reconciliation, then correct the custody step that allowed the original to be presented again.