BR9. Does a charity need to keep more than one copy of its books and records?
Short answerLong answer
No, but it may be smart to do so. In the event of a fire or other disaster that destroys the charity’s books and records, a second set would be very useful. The Canada Revenue Agency may be able to help a charity re-establish itself after such a disaster by giving them copies of documents they hold on file. This can only partly replace what may have been lost.
It may, therefore, be prudent to keep duplicates of key documents at a separate location. Storing data electronically can also increase the chances of retrieving information, as long as a regular back-up system is in place and the back-ups are kept in a safe place (see FAQ BR7 and FAQ BR14 - Books and Records Location and Retention)