Records Retention Schedule

Records Management Compliance Data Lifecycle Global Tax and Labor Laws

Overview

Build records retention schedules defining how long every document type (tax, HR, legal, accounting, medical, contracts) must be kept, with country-specific statutory minimums and validated disposal protocols for physical and digital records.

The skill covers 10 jurisdictions out of the box — Germany, United States, United Kingdom, France, Brazil, Australia, Canada, Japan, India, and Switzerland — with statutory minimums for tax, HR/payroll, accounting, contracts, and medical records.

Getting Started

Add your source materials to the project workspace, then activate the Records Retention Schedule skill. The agent will guide you through the process step by step.

Example Conversation

You: We’re a multinational with offices in Germany, the US, and Brazil. Create a records retention schedule covering tax, HR/payroll, and accounting documents.

Rakenne: I’ll build a retention schedule for your three jurisdictions. Let me start by mapping each document category to the statutory minimums…

The agent creates a structured retention-schedule.json file, then runs the built-in validation tools to check every entry against the applicable law. For example, it catches that German tax records must be kept for 10 years (AO §147) and Brazilian FGTS employment records require 30 years of retention.

Output Excerpt

The final retention schedule document includes detailed tables for each category:

ID	Category	Country	Retention	Format	Disposal Method	Legal Basis
DE-TAX-001	Tax / VAT Returns	DE	10 years	Both	Shredding (physical); Cryptographic erasure (digital)	AO §147
US-HR-001	HR / Payroll	US	7 years	Digital	Secure deletion (NIST 800-88)	FLSA / Title VII
BR-HR-001	HR / FGTS Records	BR	30 years	Both	Shredding (physical); Secure deletion (digital)	CLT / FGTS

The document also covers disposal protocols for physical vs. digital records, litigation-hold procedures, roles and responsibilities, and a review cadence.

Validation Tools

The skill includes two extension tools that run automatically during the workflow:

retention_law_lookup — Cross-references each record category against the statutory minimum for its country. Flags entries that fall below the legal requirement and cites the specific statute (e.g. “5 years is below the 10-year minimum per Abgabenordnung §147”).
disposal_protocol_audit — Ensures every record has a disposal method appropriate for its format. Catches missing methods, placeholder text like “TBD”, physical records without physical destruction procedures, and digital records without secure erasure methods.