NCUA promotes a safe and sound credit union system by conducting effective, efficient, and transparent credit union examinations. Credit unions can use the post-exam survey to share feedback to improve the examination process.
In post-exam survey responses, some credit unions reported receiving duplicate requests for previously provided exam documents. In response, NCUA issued updated guidance to examiners that promotes an efficient document request process and a reduced likelihood of duplicate document requests. This webpage is intended to support our internal process changes by providing tips to help credit unions reduce the chances of receiving duplicate document requests.
Exam Notification and Requesting Documents
Advanced planning and coordination between the credit union and examiner-in-charge (EIC) is essential to an effective examination.
During the exam notification and document request process, the EIC will:
- Ask if credit union management prefers to provide the requested documentation securely through NCUA’s Secure File Transfer Portal, or the credit union’s own secure file sharing site.
- Send the Exam Notification Letter and Document Request List at least four weeks before the examination or contact’s planned start date, unless regional management approves a shorter timeframe. For more information, see the NSPM’s District Management > Examination and Supervision Planning section.
- Customize requested items to include only those items needed to address the scope and risk profile for each examination or contact, as required by the NSPM's District Management > Examination and Supervision Planning section.
- Ask all exam team members, including specialists, to send their document requests through the EIC to reduce the chances of the credit union receiving duplicate requests. When possible, the EIC will consolidate all document requests into a single request list.
- Ensure all exam team members have access to the documents provided, whether through NCUA’s Secure File Transfer Portal or the credit union’s own secure file transfer site.
Providing Documents through a Secure File Transfer Portal
Whether a credit union is using NCUA’s Secure File Transfer Portal or their own secure file transfer site, a credit union can improve an examiner’s ability to find and complete their review of the exam documents provided by taking the following steps:
- Save documents in folders with names that correspond to their associated risk area in the document request list. NCUA’s Secure File Transfer Portal will allow users to drag and drop entire folders from a computer to the portal. This allows users to organize materials on their computer before uploading them to NCUA’s portal.
- Save files using a naming convention that starts with the index number on the document request list.
- Include a list of requested—but not provided—documents and explain why they were not provided.
- Provide a name and contact information for the primary credit union personnel associated with each review area so examiners are reaching out to the correct individuals.
Credit unions can set up access to NCUA’s Secure File Transfer Portal by referencing the NCUA Secure File Transfer User Guide.