Compliance Documentation
Data Retention Policies for Government Chatbots and Agents
Civagent allows public-sector organisations to set retention periods for different classes of record. Done properly, retention is less about storage than governance: aligning information systems with statutory duties, records schedules, and institutional risk.
What you can set
- Retention for conversation records (questions and responses)
- Retention for uploaded files and knowledge base documents
- Retention for audit logs
- Different retention periods by department, program, or project
How retention works
- Retention runs on a scheduled basis to remove records older than the configured period.
- Audit logs are archived before removal to preserve audit integrity.
- Each deletion is recorded in the retention audit trail.
- Legal holds override retention when preservation is required.
Common public-sector examples
- General enquiries or service interactions: shorter retention window
- Permitting, licensing, or case management: multi-year retention aligned with the relevant records schedule
- HR, procurement, or legal matters: longer retention where policy or law requires it