Document ID: AIMS-RETSCHED-001
Version: 1.0
Owner: AI Governance Lead
Date: ___________________________
Review Cycle: Annual or when regulatory requirements change
This schedule defines minimum retention periods for all AIMS documented information and records, ensuring compliance with ISO/IEC 42001:2023, GDPR, EU AI Act, and other applicable requirements.
| Record Type | Document ID | Clause | Minimum Retention | Start of Retention | Disposal Method | Owner |
|---|---|---|---|---|---|---|
| AIMS Core Documents | ||||||
| AIMS Scope Statement | AIMS-SCOPE-001 | 4.3 | Duration of AIMS + 5 years | Version date | Secure deletion | AI Gov Lead |
| AI Management Policy | AIMS-POLICY-001 | 5.2 | Duration of AIMS + 5 years | Version date | Secure deletion | AI Gov Lead |
| AI Objectives Register | AIMS-OBJ-001 | 6.2 | 5 years | Version date | Secure deletion | AI Gov Lead |
| Statement of Applicability | SOA-001 | 6.1.4 | Duration of AIMS + 5 years | Version date | Secure deletion | AI Gov Lead |
| Risk and Planning Records | ||||||
| AI Risk Register | AI-RISK-REGISTER | 6.1.2 | 5 years | Date of entry | Secure deletion | Risk Manager |
| Risk Treatment Plan | AIMS-RTP-001 | 6.1.3 | 5 years | Date of treatment | Secure deletion | Risk Manager |
| AIMS Change Log | AIMS-CHGLOG-001 | 6.3 | 5 years | Date of change | Secure deletion | AI Gov Lead |
| Operational Records | ||||||
| AI System Impact Assessments | Per system | 8.2 | 5 years from system retirement | Assessment date | Secure deletion | AI System Owner |
| AI Lifecycle records | Per system | 8.3 | 5 years from system retirement | Date created | Secure deletion | AI System Owner |
| AI Deployment Checklists | Per deployment | 8.1 | 5 years | Deployment date | Secure deletion | AI System Owner |
| Supplier Assessments | Per supplier | 8.4 | 5 years | Assessment date | Secure deletion | AI Gov Lead |
| AI Model Cards / System Cards | Per system | 8.1 | 5 years from retirement | Date created | Secure deletion | AI System Owner |
| Competence and Training Records | ||||||
| Training records (individual) | Per employee | 7.2 | Employment + 3 years | Training date | Secure deletion | HR |
| Competence evidence | Per role | 7.2 | Employment + 3 years | Assessment date | Secure deletion | HR |
| Audit and Review Records | ||||||
| Internal Audit Programme | Per year | 9.2 | 5 years | Audit year | Secure deletion | Internal Auditor |
| Audit Reports | Per audit | 9.2 | 5 years | Report date | Secure deletion | Internal Auditor |
| Management Review Minutes | Per meeting | 9.3 | 5 years | Meeting date | Secure deletion | AI Gov Lead |
| Improvement Records | ||||||
| NCR Register | AIMS-NCR-001 | 10.1 | 5 years | NCR date | Secure deletion | AI Gov Lead |
| AI Incident Log | Per incident | 10.1 | 5 years | Incident date | Secure deletion | AI Gov Lead |
| Regulatory notification records | Per notification | 10.1 | 7 years | Notification date | Secure deletion | Legal / AI Gov Lead |
| Classification | Method |
|---|---|
| Confidential | Secure deletion (digital); cross-cut shredding (paper) |
| Internal | Secure deletion (digital); standard shredding (paper) |
| Public | Standard deletion |
| Version | Date | Changes | Approved By |
|---|---|---|---|
| 1.0 | Initial issue |
ISO/IEC 42001:2023 AI Governance Toolkit | Clause 7.5 | See root README.md for full index