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 HOW LONG SHOULD I KEEP RECORDS ?
Keeping Records – October 26th 2009
The following general information is provided for clients and interested parties. Readers are cautioned that it is not intended to replace any direct information. It may not be suitable for all purposes.
We are constantly asked questions as to how long and what kind of records must be kept for Canada Revenue Agency purposes.
The following information applies to: income taxes, GST/HST,payroll, trusts, registered charities, registered Canadian amateur athletic associations, municipal corporations,
hospitals, schools, colleges, universities, and non-profit organizations.
What are considered records by CRA?
Records are anything that contains financial information such as ledgers, journals, financial
statements, returns, correspondence, charts, and tables. It is important to keep records created by computerized business systems such as accounting systems, point of sale systems, Internet based systems, electronic purchasing and restocking systems, and tax
return preparation software, as well as your traditional paper records.
Your records must provide enough detail for the CRA
to determine your tax obligations and entitlements. You may need to keep some source documents to provide details that support your records.
How long do you need to keep records?
You must keep your records for six years from the end of the lasttax year they relate to, unless you have permissionfrom the CRA to destroy them earlier.
For additional information about keeping the records of dissolved corporations, deceased taxpayers, trusts, registered charities and athletic organizations, refer to the “References” area below.
Where should your records be kept?
Keep your records at your Canadian residence or place of business, unless you have permission from the CRA to keep them somewhere else.
What if you use a third party to look after your record keeping?
You are responsible for making sure adequate records are kept even if a bookkeeper, accountant, Internet transaction manager, or application service provider keeps your business records for you.
Making records available to the CRA
You must make all your records available to the CRA on request, including computerized accounting records and records held by third parties. The CRA has the authority to examine, audit, and
review record-keeping systems as well as third party records to confirm that they meet our record-keeping
requirements. Business owners, employees, and third party officials may be asked to provide the CRA with information relating to business activities and records. CRA officials are authorized to make copies or have copies made of any records including electronic records.
References
Additional information can be found in the following
publications, which are available at
Guides
RC4409 Keeping Records
GST/HST Memoranda Series
15-1 General Requirements for Books and Records
15-2 Computerized Records
Information Circulars
IC05-1 Electronic Record Keeping
IC78-10 Books and Records Retention/Destruction
IC77-9 Books, Records and Other Requirements for
Taxpayers Having Foreign Affiliates
For more information visit www.cra.gc.ca or
call Atlantic Canada Taxman @ 506-857-9630
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