---
title: "Retention schedule for AI-indexed know-how and prompt history"
url: "https://ailawframework.com/precedents/knowledge-management/ai-index-retention-schedule"
type: "precedent"
site: "AI Law Framework"
id: "km-ai-index-retention-schedule"
area_id: "KM"
kind: "policy"
ai_level: "yellow"
version: 1
task_ids: ["KM-B12-13", "KM-B12-27"]
law_stated_as_at: "2026-10-22"
---

# Retention schedule for AI-indexed know-how and prompt history

> Schedule for how long the firm keeps copies of documents, notes and prompts inside an AI index, and for removing them when the file, a wall, or APP 11 says the copy should not remain.

Canonical page: https://ailawframework.com/precedents/knowledge-management/ai-index-retention-schedule  
Law stated as at: 2026-10-22

Site index for agents: https://ailawframework.com/llms.txt

## Key facts

- Kind: Policy. A policy or procedure for a firm or client.
- Practice area: [Knowledge Management](https://ailawframework.com/precedents/knowledge-management.md)
- Jurisdictions: Australia
- AI level: Yellow. You and the tool draft together, with you directing. You check every statement you rely on.
- Law stated as at: 2026-10-22
- Status: Maintained. Checked on 2026-10-22 against the 5 authorities it cites, for Australia.

## When to use it

Adopt when a retrieval tool, a prompt log or a know-how bot holds firm or client information. Use it at matter close and when a wall is imposed. It does not shorten an AML/CTF or client-file period. The index copy is kept only while the source record is kept, and access stays no wider than the source.

## Used for these tasks

- [Apply file retention rules to AI-indexed content](https://ailawframework.com/practice/knowledge-management/apply-file-retention-rules-to-ai-indexed-content.md)
- [Preserve prompts and outputs for records and discovery](https://ailawframework.com/practice/knowledge-management/preserve-prompts-and-outputs-for-records-and-discovery.md)

## How AI may be used

A tool may list index items whose source file is closed or whose wall record excludes the current audience, and a person approves removal before anything is deleted.

**AI may:**

- List index items whose source matter is marked closed in the practice system.
- List items tied to a matter that has an information-barrier record.
- List prompt logs older than the period in this schedule.

**AI must not:**

- Must not delete an item.
- Must not keep a copy in a "quarantine" index that people can still query.
- Must not apply the AML/CTF period to ordinary know-how, or the know-how period to AML/CTF records.

**The lawyer checks:**

- The class of each item is right before a period is applied.
- A person has checked that no longer duty, wall, or hold applies.
- After removal, a test query no longer returns the item.

## Authorities

- [Privacy Act 1988 (Cth) Sch 1, APP 11.1 and 11.2 (security, and destruction or de-identification)](https://www.oaic.gov.au/privacy/australian-privacy-principles/read-the-australian-privacy-principles)
- [OAIC, Guidance on privacy and the use of commercially available AI products (October 2024)](https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/guidance-on-privacy-and-the-use-of-commercially-available-ai-products)
- [Federal Court of Australia, GPN-AI, 16 April 2026, paras 4.13 to 4.15 (confidential, privileged, suppressed and private information)](https://www.fedcourt.gov.au/law-and-practice/practice-documents/practice-notes/gpn-ai)
- [AUSTRAC, Record keeping overview (retention of AML/CTF program, CDD and transaction records)](https://www.austrac.gov.au/industry-and-business/obligations-and-guidance/your-amlctf-program/develop-your-amlctf-programs/record-keeping/record-keeping-overview)
- [Law Society of NSW, Legal Practice Board of WA and Victorian Legal Services Board + Commissioner, Statement on the use of artificial intelligence in Australian legal practice (6 December 2024)](https://lsbc.vic.gov.au/news-updates/news/statement-use-artificial-intelligence-australian-legal-practice)

## Full text and drafting notes

The full text and the drafting notes are not part of this public page. Signed-in firm accounts can read them at https://ailawframework.com/precedents/knowledge-management/ai-index-retention-schedule and through the signed-in MCP connector https://ailawframework.com/mcp/firm.

*Practice guidance for planning and review. Confirm current primary sources and the requirements of the actual matter. This is general information, not legal advice.*