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AI PromptsCategoriesAI Governance

🗓️ Keep Records for the Right Length of Time

Put a sensible process around how your organisation uses AI, without stopping anyone getting work done. These prompts build the approval queue, the register of what is running, the log of what each tool actually did, and the policy an assistant checks submissions against. Written for the person who has been asked to own this and given no software to do it with.
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Keep Records for the Right Length of Time

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We keep everything forever because nobody decided otherwise. Build me a retention app. Keep a schedule with one record per record type, holding the retention period, the reason for that period whether legal, contractual or operational, the owner, and what happens at the end, whether deletion, anonymisation or archiving. Apply the schedule automatically on a run I schedule rather than depending on anyone remembering, and log every action taken with the record type, the volume, the date and the outcome, since proving deletion is often the actual requirement. Support legal holds that suspend the schedule for specified records, with who applied the hold and why, and make sure a hold can never be silently overridden. Add an AI agent that reviews holdings against the schedule, lists what is past its period and awaiting action, flags record types with no retention period set at all, and warns where a proposed deletion would conflict with an active hold. Automate two things: the scheduled retention run, and a report of pending deletions to owners before they happen. Two logins: a record owner who sees their own types, and a governance owner who sets the schedule and applies holds.

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01 / Spark - intelligence awakens

Keep Records for the Right Length of Time

Set retention periods per record type, apply them automatically, respect legal holds, and log every deletion.

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// the spark catches · intelligence awakens · the answer unfolds

Keeping everything forever is a risk, and deleting inconsistently is worse. This sets a period per record type, applies it, and keeps a record of the deletion itself.

What's Included

  • A retention period per record type with the reason for it.
  • Applied automatically so it does not depend on anyone remembering.
  • Legal holds respected which override the schedule.
  • An assistant that finds records past their period.

How To Use

  1. Set retention by record type with the reason recorded.
  2. Apply it on a schedule. Manual deletion is applied inconsistently.
  3. Support legal holds that override the schedule and cannot be missed.
  4. Log the deletion. Proving you deleted something is often the requirement.

Coordinate it with the audit archive, and the data protection record.

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