How Long Should You Keep AI Records? A Retention Guide

Understanding the Issue

Guidelines: AI system logs minimum 6 months. Training records: employment duration plus 1 year. Policies: all versions indefinitely. Risk assessments: at least 5 years. Incidents: at least 5 years, preferably indefinitely.

This is a concern that affects businesses of all sizes. Small businesses may face higher relative impact because they have fewer resources to recover from AI-related problems. Understanding the issue is the first step toward managing it effectively.

Legal Minimums

The EU AI Act specifies minimum retention periods: system logs for high-risk AI must be kept at least 6 months (Article 26). Provider technical documentation must be kept 10 years. Beyond these specific requirements, general principles apply: keep records for the duration of use plus a reasonable period, and keep anything that might be relevant to legal proceedings for as long as claims could arise.

These are minimums — keeping records longer is generally safer.

Practical Recommendations

Training records: keep for the entire employment period plus at least one year after departure. Policies: keep all versions indefinitely — you never know when you might need to show what policy was in effect at a particular time. Risk assessments: keep for at least 5 years or the life of the AI system, whichever is longer. Incident reports: keep indefinitely — they're part of your institutional learning.

Vendor documentation: keep for the duration of the vendor relationship plus at least 3 years.

Storage and Disposal

Store retained records securely with appropriate access controls. Ensure digital records are backed up and retrievable. When records reach the end of their retention period, dispose of them securely — don't just delete files, ensure they're properly destroyed, especially if they contain personal data.

Create a retention schedule that lists each document type and its retention period. Review the schedule annually.

This article is for informational purposes only and does not constitute legal advice. Regulatory requirements change frequently — verify current rules with official sources. Built by Sawai Gyoseishoshi Office, Hiroshima, Japan.