How can AI help a business follow its own records retention schedule across shared drives?

---
title: "How to apply a records retention schedule with AI"
description: "Once your business has a written retention schedule that your advisers have approved, AI can read file names, folders and the first pages of documents on shared drives and suggest which record type each one is, such as invoices, contracts, personnel files or project files. It lists files that look past their keep-until date, files that seem to be in the wrong place, and anything on a hold list that must not be touched. AI does not set the schedule and does not delete anything; a records owner reviews each list and decides what to keep, move or destroy."
url: https://lidvizion.ai/answers/how-to-apply-a-records-retention-schedule-with-ai/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---

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# How can AI help a business follow its own records retention schedule across shared drives?

Once your business has a written retention schedule that your advisers have approved, AI can read file names, folders and the first pages of documents on shared drives and suggest which record type each one is, such as invoices, contracts, personnel files or project files. It lists files that look past their keep-until date, files that seem to be in the wrong place, and anything on a hold list that must not be touched. AI does not set the schedule and does not delete anything; a records owner reviews each list and decides what to keep, move or destroy.

## What this means in practice

- Write down the retention schedule and hold list your advisers have approved.
- Have AI suggest a record type and keep-until date for files in each shared folder.
- Ask AI to list files past their date, misfiled records and anything on hold.
- A records owner reviews each list and approves what to keep, move or destroy.
- Log every decision and repeat the review on a regular schedule.

## How Lid Vizion approaches it

We start with the business decision and operating context, define ownership and measurable milestones, then use configuration, integrations, automation, or custom software only where each earns its place.

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