Records governance
Records Schedule and Legal Hold
Agent evidence is a record like any other. more
Health
What is kept, for how long, and why
Retention classes by review state, the record volumes under each and the legal holds in force.
Retention schedule
Each class names its legal basis and its deletion rule, and carries a live record count
| Class | Covers | Retain | Basis | Deletion rule | Jurisdictions | Live records |
|---|---|---|---|---|---|---|
| FIN-7Y Review overdue | Financial assertion evidence clearance · approval · posting · reconciliation | 7y | Statutory accounting retention in the majority of operating jurisdictions, aligned to the longest applicable period rather than the shortest. | Deleted at seven years from the close of the reporting period, provided no legal hold is in force on the record or its unit. | US UK DE SG AU | 601 |
| PROC-7Y Review overdue | Supplier and contract evidence clearance · approval · sanctions-check · award | 7y | Contract limitation periods and public-sector supplier audit rights. | Deleted at seven years from contract expiry, not from record creation. | US UK DE SG AU BR | 575 |
| HR-6Y Review overdue | Employment and people decisions assessment · approval · people-decision · appeal | 6y | Employment claim limitation periods, taken at the longest applicable across works-council jurisdictions. | Deleted at six years from the end of the employment relationship. more | US UK DE FR SG | 604 |
| LEG-10Y | Legal and regulatory correspondence opinion · filing · approval · disclosure | 10y | Regulatory inspection windows and the outer limitation period for corporate filings. | Deleted at ten years. more | US UK DE FR SG AU BR | 562 |
| CUST-5Y Review overdue | Customer commitment and service evidence commitment · clearance · credit · complaint | 5y | Consumer claim windows and revenue recognition audit trail. | Deleted at five years from the last account activity. | US UK DE SG AU | 2,130 |
| OPS-3Y Review overdue | Operational routing and execution routing · execution · notification | 3y | Internal operating requirement. No statutory driver, so the shortest defensible period is used deliberately. | Deleted at three years. more | US UK DE FR SG AU BR | 1,093 |
| TECH-3Y | Technology change and access evidence change · access-grant · access-removal · test-result | 3y | Security review and change audit requirement. | Deleted at three years from the change closing. | US UK DE SG AU | 1,784 |
| AI-10Y Review overdue | Autonomous decision evidence agent-decision · override · refusal · promotion | 10y | Model risk and AI regulation expectations on traceability of automated decisions, taken at the longest emerging requirement rather than the current minimum. | Deleted at ten years. more | US UK DE FR SG AU BR | 707 |
Legal holds
A hold overrides the schedule. more
A regulator has asked how payments above the cross-border band were authorized in the two quarters before the materiality policy moved to v9. Deletion is suspended across the whole function rather than a narrower scope … more
A claim has been filed alleging an automated screening step influenced a promotion outcome. more
An unsuccessful supplier has challenged an award on process grounds. more
A pattern of approvals just under a materiality threshold was flagged by the observe layer and is being examined. more
A pattern of service credit refusals was raised with a consumer regulator. more
A defect report against the reasoning model raised the question of whether any judgment-grade decision taken under it needed reversal. more
What a discovery export contains
Machine-readable, matter-scoped
The export returns every evidence record inside the hold scope with its full version stamp, the authority grant cited, the hash link to the record before it … more
Scope is resolved from the hold itself. more
A per-unit auditor pack is available from the evidence spine as a document, in PDF and JSON.
Honest limits
What this schedule does not do yet
Nothing here actually deletes. more
Holds are recorded and scoped, but placing one does not physically write-protect the underlying rows. more
Jurisdiction on a record is a single tag. more
Actions
What is waiting on a person
Retention only bites at the moment something is due to be destroyed. more
Review a record that has reached its retention date
Past the retain period on its class and not yet dispositioned.
Work a class that has records past its date
Of 8 retention classes, these carry the whole overdue population and each needs a disposition decision of its own.
Confirm the scope of an active hold
Each hold suspends destruction for everything inside its scope.
Re-certify a legal hold
Past its own review date. more
Operations
What this desk is allowed to start
A surface that only reports is not operable. more
Trigger and bound
This desk can place a hold, release a hold and mark a class reviewed. more
Live observability
What the record shows right now
8,051 records sit under a retention class and 2,834 spine records carry a legal hold reference.
Current distribution
8,051 records
Is policy and strategy coming to fruition
Whether the written intent is holding here
2,833 of 8,051 records are past their retain period with no disposition on the record.
Not holding on the record
The written rule is that data is kept for as long as the class says and no longer. more
Why an examiner asks for this first
Retention is where paper trails usually fail