canada record retention summary · governed records / actions retention trigger on board trains...
TRANSCRIPT
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
On Board Trains
Occupational Health and
Safety Regulations, SOR/87-
184 s 7.5
http://www.canlii.org/en/ca/l
aws/regu/sor-87-
184/latest/sor-87-
184.html?searchUrlHash=AAA
AAQAScmVjb3JkcyAiMzAgeW
VhcnMiAAAAAAE&resultIndex
=4
employees on trains reports of employee exposure
investigation of maintenance of
health and safety records and
records of exposure to hazardous
substances; record of all hazardous
substances that, in the work place,
are used, produced, handled, or
stored for use in the work place;
30 after the date of
the report
may either keep and
maintain a record in each
work place or keep and
maintain in one work
place a centralized record
in respect of several work
places
http://www.canlii.org/en/ca/l
aws/regu/crc-c-368/latest/crc-
c-
368.html?searchUrlHash=AAA
AAQAScmVjb3JkcyAiMzAgeW
VhcnMiAAAAAAE&resultIndex
=5
bankrupts
http://www.canlii.org/en/ca/l
aws/regu/sor-2011-
87/latest/sor-2011-
87.html?searchUrlHash=AAAA
AQAScmVjb3JkcyAiMzAgeWV
hcnMiAAAAAAE&resultIndex=
7
employees
employed on board
aircraft
http://www.canlii.org/en/ca/l
aws/regu/sor-2007-
86/92748/sor-2007-
86.html?searchUrlHash=AAAA
AQAScmVjb3JkcyAiMzAgeWV
hcnMiAAAAAAE&resultIndex=
9
pollution from ships
Canada Record Retention Summary
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
http://www.canlii.org/en/ca/l
aws/regu/sor-2010-
120/latest/sor-2010-
120.html?searchUrlHash=AAA
AAQAScmVjb3JkcyAiMzAgeW
VhcnMiAAAAAAE&resultIndex
=13
employees
employed on
vessels
http://www.canlii.org/en/ca/l
aws/stat/sc-2015-c-4-s-
120/latest/sc-2015-c-4-s-
120.html?searchUrlHash=AAA
AAQAScmVjb3JkcyAiMzAgeW
VhcnMiAAAAAAE&resultIndex
=15
nuke LOA
http://www.canlii.org/en/ca/l
aws/regu/crc-c-
1038/latest/crc-c-
1038.html?searchUrlHash=AA
AAAQAScmVjb3JkcyAiMzAge
WVhcnMiAAAAAAE&resultInd
ex=18
vehicle
manufactures
Energy Safety and Security
Act, SC 2015, c 4nuke LOA MORE
http://www.canlii.org/en/ca/l
aws/regu/sor-2015-
44/latest/sor-2015-
44.html?searchUrlHash=AAAA
AQAScmVjb3JkcyAiMTAgeWV
hcnMiAAAAAAE&resultIndex=
24
security clearance
working with toxins
ET AL
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-c-
34/latest/rsc-1985-c-c-
34.html?searchUrlHash=AAAA
AQAScmVjb3JkcyAiMTAgeWV
hcnMiAAAAAAE&resultIndex=
50
anti-competitive
LOA
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-d-
1/latest/rsc-1985-c-d-
1.html?searchUrlHash=AAAAA
QAScmVjb3JkcyAiMTAgeWVhc
nMiAAAAAAE&resultIndex=57
A person who has
entered into a
defence contract
http://www.canlii.org/en/ca/l
aws/stat/sc-1999-c-
33/latest/sc-1999-c-33.html
ENV LOA lots
http://www.canlii.org/en/ca/l
aws/regu/sor-2005-
247/latest/sor-2005-247.html
Every person that
manufactures or
imports a chemical
http://www.canlii.org/en/ca/l
aws/regu/sor-99-7/latest/sor-
99-7.html
Every person who,
during any year,
manufactures,
imports or exports
ozone depleting
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
http://www.canlii.org/en/ca/l
aws/regu/sor-2008-
273/latest/sor-2008-273.html
PCBs
http://www.canlii.org/en/ca/l
aws/regu/sor-2002-
301/latest/sor-2002-301.html
hazardous waste
manifest
http://www.canlii.org/en/ca/l
aws/regu/sor-2012-
285/latest/sor-2012-285.html
prohibition of
toxins
http://www.canlii.org/en/ca/l
aws/regu/sor-2008-
197/latest/sor-2008-197.html
petroleum tanks
http://www.canlii.org/en/ca/l
aws/regu/sor-92-
631/latest/sor-92-631.html
vinyl chloride
release
http://www.canlii.org/en/ca/l
aws/regu/sor-2010-
120/latest/sor-2010-120.html
employees
employed on
vessels registered in
Canada
workplace violence
procedures RET
http://laws-
lois.justice.gc.ca/eng/regulatio
ns/SOR-2005-313/page-
5.html#h-38
commercial driver
logs
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
http://www.canlii.org/en/ca/l
aws/regu/sor-87-
612/latest/sor-87-612.html
elevators, pressure
vessels, air
sampling, MSDS,
hazard occurance
https://releve.canlii.org/en/ca
/laws/regu/sor-86-
304/latest/sor-86-304.html
tons; Hazard
Investigation - 30
http://www.canlii.net/en/ca/l
aws/regu/sor-96-
433/latest/sor-96-433.html
aviation - tons
https://releve.canlii.org/en/ca
/laws/stat/sc-2010-c-
21/latest/sc-2010-c-21.html
Any person who
manufactures,
imports, advertises,
sells or tests a
consumer product
https://www.cmpa-acpm.ca/-
/a-matter-of-records-
retention-and-transfer-of-
clinical-records
chart of provincial
medical record
retention with cites
10yrs; 16 BC
Fed - see privacy retention
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-c-
42/latest/rsc-1985-c-c-42.html
copyright LOA
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-p-
4/latest/rsc-1985-c-p-4.html
patent LOA
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-t-
13/latest/rsc-1985-c-t-13.html
trademarks LOA
http://www.canlii.org/en/ca/l
aws/regu/sor-2012-
167/latest/sor-2012-
167.html?searchUrlHash=AAA
AAQAacG9sbHV0aW9uIG1vb
ml0b3JpbmcgeWVhcnMAAAA
AAQ&resultIndex=31
CO2 & Coal
http://www.canlii.org/canlii-
dynamic/en/ca/laws/stat/rsc-
1985-c-c-11/latest/rsc-1985-c-
c-11.html#sec34
water LOA
s 14.3(2); loa 28.3 http://laws-
lois.justice.gc.ca/eng/acts/H-
3/page-2.html#h-7
MSDS retention -
supplier
http://laws-
lois.justice.gc.ca/eng/acts/C-
1.68/FullText.html
Any person who
manufactures,
imports, advertises,
sells or tests a
consumer product
for commercial
purposes
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Canada Business Corporations
Act, R.S.C. 1985, c. C-44 s
20(2.1)
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-c-
44/latest/rsc-1985-c-c-
44.html?searchUrlHash=AAAA
AQAPcmVjb3JkIC9zIHllYXJzAA
AAAAE
Corporations accounting records 6 after the end of the
financial year to
which the records
relate
Canada, Federal Income Tax Act s 230 http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-1-5th-
supp/latest/rsc-1985-c-1-5th-
supp.html
Every person carrying
on business
records and books of account and
vouchers necessary to verify the
information contained therein
6 from the end of the
last taxation year to
which the records
and books of account
relate
Canada, Federal Income Tax Regulations,
C.R.C., c. 945 s 5800
http://www.canlii.org/en/ca/l
aws/regu/crc-c-945/latest/crc-
c-
945.html?searchUrlHash=AAA
AAQAPcmVjb3JkIC9zIHllYXJzA
AAAAAE
Corporations general ledger or other book of final
entry containing the summaries of the
year-to-year transactions of a
corporation
2 after the day that the
corporation is
dissolved
Canada, Federal Customs Act s 74.6 http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-1-2nd-
supp/latest/rsc-1985-c-1-2nd-
supp.html
Importer Claims for refunds of customs duties
overpaid or paid in error
4 after goods are
accounted for
Canada, Federal Customs Act s 163 http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-1-2nd-
supp/latest/rsc-1985-c-1-2nd-
supp.html
All parties Proceedings may be instituted by way of
summary conviction in respect of
offences under this Act at any time
within but not later
3 after the time when
the subject-matter of
the proceedings
arose
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Imported Goods Records
Regulations s 2.1
http://www.canlii.org/en/ca/l
aws/regu/sor-86-
1011/latest/sor-86-1011.html
Every person who
imports goods or
causes goods to be
imported for sale or
for any industrial,
occupational,
commercial,
institutional or other
like use
all records that relate to: the origin,
marking, purchase, importation, costs
and value of the commercial goods;
payment for the commercial goods; the
sale or other disposal of the commercial
goods in Canada; and any application for
an advance ruling
6 following the
importation of the
commercial goods
Canada, Federal Imported Goods Records
Regulations s 2.2
http://www.canlii.org/en/ca/l
aws/regu/sor-86-
1011/latest/sor-86-1011.html
Customs Self
Assessment (CSA)
importers
records that provide a description and
the quantity of the commercial goods;
records relating to the reception of the
commercial goods; records showing the
credits and adjustments used to
determine the amount paid for the
commercial goods; records relating to
the accounting for the commercial
goods; records relating to any refund,
drawback or re-determination of duties;
a list of vendors and consignees of the
commercial goods; and records relating
to the information needed to complete
the form entitled “CSA Revenue
Summary” in respect of the commercial
goods and to the payment of duties on
those goods.
6 following the
importation of the
commercial goods
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Federal Courts Act, R.S.C.
1985, c. F-7 s 39
http://www.canlii.org/en/ca/l
aws/stat/rsc-1985-c-f-
7/latest/rsc-1985-c-f-7.html
All parties A proceeding in the Federal Court of
Appeal or the Federal Court in respect of
a cause of action arising otherwise than
in a province
6 after the cause of
action arose
Canada, Federal Employment Equity Act s 17 http://www.canlii.org/en/ca/l
aws/stat/sc-1995-c-
44/latest/sc-1995-c-44.html
Employer Every employer shall, in accordance with
the regulations, establish and maintain
employment equity records in respect of
the employer’s workforce, the
employer’s employment equity plan and
the implementation of employment
equity by the employer
Not stated N/A
Canada, Federal Employment Equity Act s 17 http://www.canlii.org/en/ca/l
aws/stat/sc-1995-c-
44/latest/sc-1995-c-44.html
Employer Every private sector employer shall file
with the Minister a report in respect of
the immediately preceding calendar year
containing demographic and salary
information on employees
1 Superseded
Canada, Federal Employment Equity
Regulations s 12
http://www.canlii.org/en/ca/l
aws/regu/sor-96-
470/latest/sor-96-470.html
Employer An employer shall establish and
maintain the following records: a record
of each employee’s designated group
membership, if any; a record of each
employee’s occupational group
classification; a record of each
employee’s salary and salary increases;
a record of each employee’s
promotions;
2 after the date of their
termination
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Employment Equity
Regulations s 12.2
http://www.canlii.org/en/ca/l
aws/regu/sor-96-
470/latest/sor-96-470.html
Employer An employer shall establish and
maintain the following records: a copy of
the workforce survey questionnaire that
was provided to the employees and any
other information used by the employer
in conducting its workforce analysis; the
summary of the results of the workforce
analysis; a description of the activities
undertaken by the employer in
conducting its employment systems
review; the employer’s employment
equity plan; a record of the employer’s
monitoring of the implementation of its
employment equity plan, undertaken in
accordance with Act
2 after the period
covered by the
employment equity
plan to which the
records relate.
Canada, Federal Employment Equity
Regulations s 12.3
http://www.canlii.org/en/ca/l
aws/regu/sor-96-
470/latest/sor-96-470.html
Employer the employer shall maintain a copy of
the database or other computer record
used to generate the employment
equity report
2 after the year in
respect of which the
report is filed
Canada, Federal Employment Insurance Act s
46.4
http://www.canlii.org/en/ca/l
aws/stat/sc-1996-c-
23/latest/sc-1996-c-23.html
Directors of the
corporation
Actions by the Employment Insurance
Commission to impose on an employer a
penalty for each of the following acts;
providing false or misleading
information; non-disclosure of facts;
defrauding or deceiving the Commission
6 after the occurrence
of the act or omission
for which the penalty
is imposed
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Employment Insurance Act s
85.3
http://www.canlii.org/en/ca/l
aws/stat/sc-1996-c-
23/latest/sc-1996-c-23.html
All parties No assessment, reassessment or
additional assessment of an amount
payable by an employer under this Act
may be made by the Minister
3 after the end of the
year in which any
premium in relation
to which that amount
is payable should
have been paid
Canada, Federal Employment Insurance Act s
87.3
http://www.canlii.org/en/ca/l
aws/stat/sc-1996-c-
23/latest/sc-1996-c-23.html
Employer shall retain the records and books of
account and every account and voucher
necessary to verify the information
contained in them for six years after the
year for which they are kept, or until
written permission for their prior
disposal is given by the Minister
6 after the year for
which they are kept,
or until written
permission for their
prior disposal is given
by the Minister
Canada, Federal Canada Pension Plan s 22.3 www.canlii.org/en/ca/laws/st
at/rsc-1985-c-c-8/latest/rsc-
1985-c-c-8.html?resultIndex=1
All parties no assessment, re-assessment or
additional assessment of an amount
payable by an employer under this Act
may be made by the Minister under this
section after
4 from the earliest of
the days on or before
which any
contribution in
relation to which that
amount is payable
should have been
paid
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Canada Pension Plan s 24.2 www.canlii.org/en/ca/laws/st
at/rsc-1985-c-c-8/latest/rsc-
1985-c-c-8.html?resultIndex=1
Every employer
paying remuneration
to an employee
shall keep records and books of account
containing such information as will
enable any contributions payable under
this Act or any contributions or other
amounts that should have been
deducted or paid to be determined
5 from the end of the
year in respect of
which those records
and books of account
are kept or until
written permission
for their prior
disposal is given by
the Minister
Canada, Federal Canada Labour Standards
Regulations s 24.2
http://www.canlii.org/en/ca/l
aws/regu/crc-c-986/latest/crc-
c-986.html
Employer shall keep the following information:
employee demographic information;
wage rates; wage calculation; hours
worked; earnings; deductions; vacation,
leave and holiday pay; a copy of any
medical certificate submitted by the
employee in respect of that leave
36 months after the date of
termination of
employment
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Canada Labour Standards
Regulations s 24.4
http://www.canlii.org/en/ca/l
aws/regu/crc-c-986/latest/crc-
c-986.html
Employer shall keep: detailed reasons for an
employee’s absence due to work-related
illness or injury; a copy of any certificate
of a qualified medical practitioner
indicating that the employee is fit to
return to work; and the date the
employee returned to work, or a copy of
any notification from the employer to
the employee and any trade union
representing the employee that return
to work was not reasonably practicable
and the reasons why it was not.
3 the employer shall,
where reasonably
practicable, return an
employee to work
after the employee’s
absence due to work-
related illness or
injury
Canada, Federal Personal Information
Protection and Electronic
Documents Act Schedule 1,
4.3
www.canlii.org/en/ca/laws/st
at/sc-2000-c-5/latest/sc-2000-
c-5.html?resultIndex=1
Data Collector The knowledge and consent of the
individual are required for the collection,
use, or disclosure of personal
information
N/A N/A
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Personal Information
Protection and Electronic
Documents Act Schedule 1,
4.5.3
www.canlii.org/en/ca/laws/st
at/sc-2000-c-5/latest/sc-2000-
c-5.html?resultIndex=1
Data Collector Personal information Personal
information
that is no longer
required to
fulfill the
identified
purposes should
be destroyed,
erased, or made
anonymous.
Organizations
shall develop
guidelines and
implement
procedures to
govern the
destruction of
personal
information.
N/A
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Federal Personal Information
Protection and Electronic
Documents Act Schedule 1,
4.3.7
www.canlii.org/en/ca/laws/st
at/sc-2000-c-5/latest/sc-2000-
c-5.html?resultIndex=1
Data Collector a checkoff box may be used to allow
individuals to request that their names
and addresses not be given to other
organizations. Individuals who do not
check the box are assumed to consent to
the transfer of this information to third
parties
N/A N/A
Canada, Federal Personal Information
Protection and Electronic
Documents Act s 37
www.canlii.org/en/ca/laws/st
at/sc-2000-c-5/latest/sc-2000-
c-5.html?resultIndex=1
All parties A requirement under a provision of a
federal law to retain a document for a
specified period is satisfied, with respect
to an electronic document, by the
retention of the electronic document
N/A N/A
Provencal Limitation of
Action
Alberta
Canada, Alberta Limitations Act s 3 http://www.canlii.org/en/ab/l
aws/stat/rsa-2000-c-l-
12/latest/rsa-2000-c-l-12.html
All parties a claimant must seek a remedial order
within
1. 2; 2.10 1. after the date on
which the claimant
first knew, or in the
circumstances ought
to have known; 2.
after the claim arose
Canada, Alberta Limitations Act s 11 http://www.canlii.org/en/ab/l
aws/stat/rsa-2000-c-l-
12/latest/rsa-2000-c-l-12.html
All parties a claimant must seek a remedial order
in respect of a claim based on a
judgment or order for the payment of
money
10 after the claim arose
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
British Columbia
Canada, British
Columbia
Limitations Act s 3.2 http://www.canlii.org/en/bc/l
aws/stat/rsbc-1996-c-
266/latest/rsbc-1996-c-
266.html
All parties claims for damages in respect of injury
to person or property, including
economic loss arising from the injury,
whether based on contract, tort or
statutory duty
2 after the date on
which the right to do
so arose
Canada, British
Columbia
Limitations Act s 3.5 http://www.canlii.org/en/bc/l
aws/stat/rsbc-1996-c-
266/latest/rsbc-1996-c-
266.html
All parties ny other action not specifically provided
for in this Act or any other Act may not
be brought after the expiration of 6
years
6 after the date on
which the right to do
so arose.
Ontario
Canada, Ontario Limitation Act s 4 www.ontario.ca/laws/statute/
02l24#BK17
All parties a proceeding in respect of a claim for
injury, loss, or damage
2 anniversary of the
day on which the
claim was discovered
Canada, Ontario Limitation Act s 15.2 www.ontario.ca/laws/statute/
02l24#BK17
All parties No proceeding shall be commenced in
respect of any claim, unless otherwise
provided for
15 day on which the act
or omission on which
the claim is based
took place
Quebec
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Jurisdiction Citation URL Governed
Institution
Governed Records / Actions Retention Trigger
Canada Record Retention Summary
Canada, Quebec Civil Code Art 2922 http://www.canlii.org/en/qc/l
aws/stat/lrq-c-c-
1991/latest/lrq-c-c-1991.html
All parties period for extinctive prescription except
as otherwise fixed by law
10 In an action in nullity
of contract, the
prescriptive period
runs from the day the
person invoking the
cause of nullity
becomes aware of
such cause or, in the
case of violence or
fear, from the day it
ceases.
Canada, Quebec Civil Code Art 2924 http://www.canlii.org/en/qc/l
aws/stat/lrq-c-c-
1991/latest/lrq-c-c-1991.html
All parties A right resulting from a judgment is
prescribed
10 Not Stated