Account · Retention

How long Weaver-AI keeps things

Weaver-AI keeps three kinds of record. You set how long two of them are kept. The third one is ours and is explained below.

Open retention settings Contact support

What is kept, and who decides

Decision rooms and workspace recordsThe decisions your team reached and the standards they were working to. You set this one, in whole years, from one to fifteen. The default is seven.

Meeting notes and their evidenceThe write-up of a call, the evidence behind it and its citations. You set this one in days, up to fifteen years. The default is ninety. The word-for-word transcript is separate and always goes after thirty days.

Billing recordsInvoices and usage. Weaver-AI keeps these for seven years. You cannot shorten them. They are our tax and audit obligation and not yours to waive.

Why you set two of them and not the third

The question is whose legal obligation a record satisfies. It is not a question about whose data it is.

Decision rooms and meeting artefacts are your business records. We hold them for you. The rule that binds them depends on your profession and your jurisdiction, and it varies a great deal. Weaver-AI cannot know which rule applies to you and should not guess.

Billing records are evidence of a transaction Weaver-AI was part of. They satisfy our tax and audit obligations. You cannot waive an obligation that is not yours, so we set this period and it is the same for every account.

What the rules require

These are minimums that may bind you. They are not periods Weaver-AI enforces. Where two rules cover the same record, follow the longer one.

Obligation	What it requires
`FINRA Rule 4511`	6 years. This is the default for any FINRA record with no stated period. For account records the clock starts when the account closes.
`SEC Rule 17a-4(b)(4)`	3 years for communications, with the first two readily accessible. Meeting transcripts most likely fall here.
`HIPAA · 45 CFR 164.316`	6 years for policies, procedures and assessments. Patient records themselves are set by state law, commonly 5 to 10 years and sometimes longer.
`SOX §802 · Reg S-X 2-06`	7 years for audit and review records.
`ABA Model Rule 1.15(a)`	5 years after the representation ends. Longer for estates, for live litigation, and where a malpractice claim has been notified.
`EEOC · 29 CFR 1602`	1 year for personnel records. The clock starts at the termination date if the termination was involuntary. Once a charge is filed the records are kept until it is resolved.
`FLSA`	3 years for payroll records and 2 years for the wage computations behind them.
`ERISA §107 / §209`	6 years from filing. Section 209 requires records that determine benefits due to be kept for as long as they may be relevant. It gives no end date.

Setting your periods

Open Account, then Retention
Retention applies to the whole account. Account owners and administrators see it. Members do not.
Set how long decision rooms are kept
In whole years, from one to fifteen. This is how long a decision record survives after the account closes.
Set how long meeting notes are kept
In days, up to fifteen years. A write-up of a conversation carries a privacy cost for as long as it exists. That is why this default is much shorter than the one above.
Turn on a legal hold where an obligation has no end
Nothing is deleted while a hold is on, whatever the periods say. The periods are remembered for when the hold comes off. Use a hold for obligations with no end date, such as ERISA section 209 or a state medical-record law that runs until a minor reaches adulthood. Use it while a matter is live.

What happens when a period ends

Rooms are archived, then releasedA decision room is not deleted the moment its period ends. It is archived and reported as due. Removing a decision record is something a person decides with the facts in front of them. It is not something a job should do overnight.

Meeting notes are redactedThe content, the evidence and the citations are cleared. The row stays, so the audit trail outlives its own retention policy. A legal hold stops this and reports that it was withheld rather than quietly doing nothing.

Billing is deleted wholeOnce the seven years are up the records are removed rather than emptied. A deleted record is gone and its absence says so. An altered record looks intact while being wrong.