ARCHIVED - Table: Type of record and length of retention
While you should consult the provisions of the Income Tax Act, the following table gives an overview of the general requirements about the length of retention for certain types of records for registered charities (incorporated and not). Note: In some cases, for example if a charity is appealing a decision, the records may need to be held for a longer period of time than specified below.
| Type of record | Retention period 1 | |
|---|---|---|
| Records concerning gifts |
- Duplicates of receipts for donations (other than 10-year gifts to registered charities) |
- 2 years from the end of the last calendar year to which the receipts relate (para. 5800(1)(f)) 2 |
| - All records concerning 10-year gifts |
- 2 years after the date on which the registration of the charity is revoked (subpara. 5800(1)(d)(iv)) |
|
| Records of meetings |
- Any record of the minutes of meetings of the directors/executive |
- 2 years after the date on which the registration is revoked (subpara. 5800(1)(d)(i)) or, in the case of a corporation, 2 years after the day that the corporation is dissolved (subpara. 5800(1)(a)(i)) |
| - Any record of the minutes of meetings of the members |
- 2 years after the date on which the registration is revoked (subpara. 5800(1)(d)(ii)) |
|
| General Ledger |
- The general ledger or other book of final entry containing the summaries of the year-to-year transactions |
- 2 years after the date on which the registration is revoked (para. 5800(1)(e)) or, in the case of a corporation, 2 years after the day that the corporation is dissolved (subpara. 5800(1)(a)(iv)) and, for the business of a person 3 , 6 years after the last day of the fiscal period of the person in which the business ceased (subpara. 5800(1)(c)(i)) |
| - Any special contracts or agreements necessary to an understanding of the entries in the general ledger or other book of final entry |
- 2 years after the date on which the registration is revoked (para. 5800(1)(e)), or, in the case of a corporation, 2 years after the day that the corporation is dissolved (subpara. 5800(1)(a)(v)) and, for the business of a person 3 , 6 years after the last day of the fiscal period of the person in which the business ceased (subpara. 5800(1)(c)(ii)) |
|
| All documents and by-laws governing a registered charity |
- All documents and by-laws governing a registered charity |
- 2 years after the date on which the registration is revoked (subpara. 5800(1)(d)(iii)) |
| Other records and books of account |
- Books and records, together with the accounts and vouchers, containing the summaries of the year-to-year transactions of the charity |
- 6 years from the end of the last taxation year to which they relate (ss. 230(2) and (4)) 4 |
| - For a revoked charity, records and books of account, other than those described in 5800(1)(d), and in respect of the vouchers and accounts necessary to verify the information in such records and books of account |
- 2 years after the date on which the registration is revoked (para. 5800(1)(e)) |
|
| - For a corporation that is dissolved, all records and books of account that are not described in 5800(1)(a) and in respect of the vouchers and account necessary to verify the information in such records and books of account |
- 2 years after the day that the corporation is dissolved (para. 5800(1)(b)) |
|
| Other* *non-exhaustive list |
- Financial statements - Invoices/vouchers - T3010As |
- 6 years from the end of the last taxation year to which they relate or, if the charity is revoked, 2 years after revocation (ss. 230(2) and (4)) 4 |
1 In all cases, where there are two possible dates, the later of the two dates applies.
2 Income Tax Regulations. Unless otherwise noted all references are to the Income Tax Regulations.
3 Charities are considered persons. This refers to the general ledger and supporting documentation for a charity's business.
4 Income Tax Act.
Email your comments or suggestions about this table to charities-bienfaisance-bulletin@ccra-adrc.gc.ca.
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