Records, such as personnel records, are usually kept off site for many reasons, mainly space and costs.  Some times records such as military files are kept off site in a military records centre, designed for that purpose.  I have not seen any statute for that but retention requirements tell you the legal retention requirements, to retain records.  An organization can always keep them longer. The off site and on site are stated in your retention and disposal schedules, i.e. on site so many years and off site so many years.  You can always keep them on site even if the schedule says off site, but you can't destroy them if the schedules say you can't.  You keep records for legal, fiscal and historical purposes and/or all of the aforementioned.  Just a couple of quick thoughts.  Cheers.

p.s. I didn't get the HQ for the JV (smile) 

John A. Gervais
Program Manager
Policy and Guidelines Section
Information Policy and Governance Division
Statistics and Information Management Directorate 
Corporate Strategies and Business Development Branch 
Canada Revenue Agency
320 Queen St., Place de Ville, Tower A, 6th Fl., 
Ottawa, ON, Canada, K1A 0L5 
Tel: 1-613-946-0245
Facsimile: 1-613-941-9649
E-mail: mailto:[log in to unmask]
 
 

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