Compliance Documentation
Data Retention Policies for Municipal Chatbots and Agents
CityDesk lets municipalities configure how long different record types are kept—such as conversation records, uploaded files/knowledge base documents, and audit logs—with retention periods that can vary by department or project. Retention is enforced on a schedule, with audit logs archived before deletion and each deletion recorded, while legal holds can pause retention when preservation is required.
Data Retention Policies
CityDesk allows municipalities to set retention periods for different types of
records. This helps align the system with local and state records schedules.
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 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 municipal examples
Public inquiry or service request chat: shorter retention window
Permitting or case management: multi-year retention based on records schedule
HR or legal matters: longer retention when required by policy