---
title: How long should you keep your import records?
description: Learn how long you must keep your import records, which documentation to keep, how and where to store them, and what could happen if they go missing.
---

[Cole Blog](https://blog.coleintl.com/blog)

# [How long should you keep your import records?](https://blog.coleintl.com/blog/how-long-should-you-keep-your-import-records)

 Written by [Canadian Customs Dept. - Cole International](https://blog.coleintl.com/blog/author/canadian-customs-dept-cole-international) | Feb 25, 2026, 12:00:02 PM

Whether you’re a resident or a non-resident importer, you must keep records of your commercial imports for six years after importation, in a format and location that can be produced on request.

Knowing how long to keep your import records is one of the most important compliance obligations you have as a Canadian importer.

There are specific requirements for what you must retain, how to keep your records, and where you can store them.

This applies whether you operate a large corporation, run a small business, or are a non-resident importer (NRI) bringing [commercial goods](https://blog.coleintl.com/blog/what-counts-as-commercial-goods-in-canada) into Canada.

The Canada Border Services Agency (CBSA) can conduct audits and verifications years after your goods have cleared the border, and missing records during an audit can lead to significant penalties.

In this article, we cover how long you need to keep your import records, which documentation to maintain, how and where to store them, and what could happen if you lose them.

## **The six-year rule of record-keeping**

Under the [Imported Goods Records Regulations](https://laws-lois.justice.gc.ca/eng/regulations/SOR-86-1011/page-1.html), you must keep all records related to your commercial imports for **six years** following the importation of your goods.

For example, if you imported goods on January 15, 2026, you must maintain all related records until at least January 15, 2032.

This is a legal requirement that applies to every [importer of record](https://blog.coleintl.com/import-foundations/what-it-means-to-be-the-importer-of-record-in-canada) in Canada, resident or not.

## **Which documents do you need to keep?**

The regulations require you to maintain all records that relate to:

The term [records](https://www.cbsa-asfc.gc.ca/publications/dm-md/d17/d17-1-21-eng.html#a2) refers to accounts, agreements, books, charts or tables, diagrams, forms, images, invoices, letters, maps, memoranda, plans, returns, statements, telegrams, vouchers, and any other document containing information, regardless of format.

## **Formats to maintain your records**

You can keep your import records in various formats. What matters is that CBSA officers can easily access the information they need.

Acceptable formats include:

- Paper records
- Imaged or microfilmed records (provided they adhere to the applicable [National Standard of Canada](https://publications.gc.ca/site/eng/9.939958/publication.html))
- Electronic or digital records (provided they can be related back to source documents and are supported by a system that can produce them in an accessible, readable form)

Regardless of the format, your records must be kept in a manner that enables the CBSA to obtain or verify the information used to determine your duties paid, payable, deferred, refunded, or relieved.

Note that the CARM Client Portal (CCP) is not a record-keeping system, and you must maintain your own records separately.

## **Where to store your records**

Ideally, you must keep import-related documentation at your place of business in Canada.

This means any premises, facilities, or installations used for carrying on your business, whether owned, rented, or otherwise at your disposal.

### **Alternative storage locations**

You can request authorization to store records elsewhere by submitting Form BSF900 through the CCP.

Alternative locations include another location in Canada (such as your customs broker's office), the U.S., or Mexico.

Note that PO boxes and mail forwarding services are not acceptable storage locations.

### **Non-resident importers**

If you are a non-resident importer ([NRI](https://www.coleintl.com/services/customs-brokerage/non-resident-importers/)), you have the same obligations as Canadian resident importers.

This means you must designate a location in Canada where your records will be maintained, typically through a licensed customs broker or other authorized agent.

However, even when you rely on a broker or agent, you remain fully responsible for meeting all legal requirements.

### **Electronic storage outside Canada**

If you maintain records on a server outside Canada, you must make copies available to the CBSA in Canada in an electronically readable and usable format.

## **What happens if you lose your documents?**

Losing your import-related documentation can cause serious problems for your business.

If the CBSA conducts an audit and you can't produce the required records, you could face the following:

## **How we can help**

At Cole International, we offer [customs brokerage](https://www.coleintl.com/canadian-customs-brokerage/) and [trade consulting](https://www.coleintl.com/services/trade-consulting) services to help Canadian businesses import with confidence, stay compliant, and avoid costly mistakes.

Our team can work with you to:

- Understand your record-keeping obligations and requirements
- Streamline your import processes and reduce compliance risks
- Navigate CBSA audits and resolve documentation issues quickly

**Reach out to one of [our trade professionals](https://www.coleintl.com/contact-us) to learn how we can help you stay compliant with record-keeping requirements and avoid any penalties or delays.**

#### Customs Brokerage. It's what we do.

 

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