Decision inputs
Facts that change the policy answer
Within legal and compliance, this request uses record categories, business needs and applicable requirements to produce a proposed retention schedule. Both belong in the submission before any policy route is trusted.
- 1Task and owner
- Information governance specialist wants to draft a records retention schedule. The policy check should identify who can approve, correct or withdraw a proposed retention schedule.
- 2Information involved
- Record categories, business needs and applicable requirements. Account for every route by which the tool receives the material, including plug-ins and linked storage.
- 3Tool and account
- An approved company account. Treat a new plug-in or connector as a change to the approved setup.
- 4Intended result
- The expected result is a proposed retention schedule. Follow the result to its real endpoint so the request captures its practical effect.
- 5Consequence if it is wrong
- A generic duration may conflict with legal holds, sector rules or actual purpose. That risk sets the level of review and the person who should receive an exception.
- 6Human review
- information governance and legal owners should inspect, change, reject or stop the result. The reviewer needs the source material and must be able to reject the output before it takes effect.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
A routine route is easier to justify when the exact account is approved, only the minimum internal records information is used, a proposed retention schedule remains within the stated purpose, and information governance and legal owners reviews it before use.
Approval may be required
Pause the ordinary route whenever the account or data handling is uncertain, a generic duration may conflict with legal holds, sector rules or actual purpose, or a proposed retention schedule reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The company may need a safer design when restricted information would enter an unapproved service, the output would act before information governance and legal owners can intervene, or verify each category and jurisdiction and document the reason for its period cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Has the company approved this account configuration for draft a records retention schedule, rather than only approving the product?
- 02
What is the most sensitive element in record categories, business needs and applicable requirements, and does the tool need it?
- 03
Could someone treat a proposed retention schedule as final even though it was generated as assistance?
- 04
Will information governance and legal owners review before the result is sent, published or acted upon?
- 05
When must the employee stop and run the policy check again?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- information governance specialist
- task
- Use AI to draft a records retention schedule.
- information
- record categories, business needs and applicable requirements
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Legal compliance
- review
- Complete human review
- owner
- information governance and legal owners
Useful safeguards
Controls that fit this request
- ✓
Verify each category and jurisdiction and document the reason for its period
- ✓
Document why each part of record categories, business needs and applicable requirements is necessary before making it available to the tool.
- ✓
Set an expiry or review point when recurring work turns into a permanent process.
- ✓
Link the completed check to the applicable policy version and append later reassessments separately.
Questions people ask
About this AI use
Is using AI to draft a records retention schedule automatically allowed?
The company policy supplies the answer after it receives the real tool, data, purpose, impact and review plan. This page only prepares those facts.
Which facts should be submitted before work begins?
Describe a proposed retention schedule, identify record categories, business needs and applicable requirements, name the exact tool and account, explain who will receive or rely on the output, and state how information governance and legal owners will review it.
What should remain after the decision?
Link the completed check to the applicable policy version and append later reassessments separately. A classification and controlled reference may be enough when copying record categories, business needs and applicable requirements would create unnecessary risk.