--- title: "Records Retention and Disposition With AI Agents | Kylon" description: "How a records desk dispositions Box files against the retention schedule, legal holds and closure dates, and checks the disposal certificate, with a lead approving." url: "https://kylon.io/use-cases/records-retention" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Records Retention: A Disposition Cycle Where Every Date Traces to Its Source Use Case8 min read # Records Retention: A Disposition Cycle Where Every Date Traces to Its Source Each quarter, every in-scope Box record is dispositioned against the retention schedule, its classification, open legal holds and its own closure date in one Kylon room. Agents walk the records and check the certificate, and the records desk lead approves each write. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## The closure date that decides everything sits inside each file A disposition cycle asks one question of every record in the program: keep it, archive it or dispose of it, and by when. The answer depends on the record series and its retention period in the schedule, the record's classification, whether an open legal matter holds it, and the date the record was closed. Get the closure date wrong and the disposal due date and days overdue are wrong with it. Here most of that lives in Box. The schedule sits in metadata templates, classifications are Box labels, the program's folders are gathered in a hub, and each closure date is in the file's own version history, readable one file at a time. The legal hold register is an Airtable table, and notices from counsel and records management arrive as documents in Google Drive. Working by hand, a desk tends to trust a bulk export over the file, and to skip records whose status did not visibly change. ## Who works in the room People - Records desk lead Opens each cycle, approves every disposition write and approves the register rows - Legal counsel Publishes hold notices and returns disposal review outcomes - Records management Owns the retention schedule and issues amendments to it - Program office Drafts the certificate of disposal for each cycle Agents - AdaDisposition walker Reads the schedule, classifications, holds and each file's closure date, walks every record through the rules and proposes its four disposition fields BoxAirtableGoogle Drive - NovaCertificate checker Checks the draft certificate of disposal line by line against the records and lists every line that is wrong or should not be printed Google DriveBox[Slack](https://kylon.io/integrations/slack) A new Kylon room opens for each quarter's cycle. Ada is the default agent, so a question about any record's disposition reaches it first. Because closure dates have to be read file by file, Ada splits those reads across parallel helpers and gets one result back before it walks the rules. Nova checks drafts that come from outside the desk, starting with the certificate of disposal, and reads the same Box fields Ada writes. If a notice lands mid-check, Nova mentions Ada with the affected record ids and finishes once the re-walk is approved. ## A quarter's cycle, from first walk to register Every notice re-walks each affected record from the top of the rules. Ada proposes the four fields for each file in the thread and writes them only after the records desk lead approves. ```mermaid flowchart TD room([A new room opens for
the quarter's cycle]) walk["Ada walks each record through the
rules and proposes four fields"] approve["Records desk lead approves
before any file is written"] counsel([Counsel sends a hold notice
or a review outcome]) amend([Records management
amends the schedule]) index([A rebuilt version index
corrects closure dates]) rewalk["Ada re-walks every record the
notice touches from the top"] approve2["Records desk lead
approves the writes"] cert["Nova checks each printed line
of the draft certificate"] program["Program office
corrects its draft"] register["Ada proposes a register row per
record to dispose or archive"] regok["Records desk lead approves
the rows before they are created"] room --> walk --> approve approve --> counsel & amend & index counsel & amend & index --> rewalk rewalk --> approve2 --> cert --> program --> register --> regok class walk,rewalk,cert,register agent class approve,approve2,program,regok person class room,counsel,amend,index event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | First walk | Every in-scope record gets a status, a reason, a disposal due date and days overdue | Ada, from Box and the Airtable hold register | The records desk lead approves before any file is written | | Hold notice | Newly held records move to hold, and released ones are walked again | Ada | Counsel's notice is the authority and the lead approves the writes | | Schedule amendment | Every record in an amended series gets a new disposal due date, even when its status stays the same | Ada | Records management confirms the amendment and the lead approves | | Version index rebuild | For the records it names, the corrected closure date replaces the one in version history | Ada | The lead approves the re-dated records | | Disposal review | A cleared review removes that one reason, and the record is walked again from the top | Ada | Counsel returns the outcome and the lead approves | | Certificate check | Each printed line is checked against the record's current status and fields | Nova | The program office corrects its draft | | Register | One register row is created per record whose final status is dispose or archive | Ada | The lead approves the rows before they are created | Stages of one quarterly disposition cycle. Record ids, series and dates in this example are illustrative. ## Notices change the inputs, not the rules A hold notice adds some records to a matter and releases others. A schedule amendment moves the retention period for a whole series. A rebuilt version index corrects the closure date for a named set of files. In each case Ada re-walks every record the notice touches from the top of the rules, and the thread shows which fields changed and which notice changed them. The notice is the record of authority, so Ada does not edit the hold register, the metadata templates or the version records to match it. It applies the notice in the cycle and leaves those systems to their owners. The run history keeps every read and write, which is what the desk needs when someone asks a year later why a file was disposed of on a given date. ## What the checks catch - A record skipped after a schedule amendment because its status did not move, even though its disposal due date did - A closure date taken from version history for a file the rebuilt index has already corrected - A record cleared by disposal review that goes straight to dispose without being walked through every other rule - A certificate line printed for a record not set to dispose, or with the wrong series, due date or days overdue - A register row for a record that is retained or on hold ## What stays with people - Approving every disposition write before a Box file changes - Placing and releasing legal holds, which stays with counsel - Correcting the certificate of disposal, which the program office owns - Approving the register rows that close the cycle ## Integrations in this workflow Kylon is not a records management system and does not take the place of one. It sits across the files, registers and notices the desk already uses and holds the coordination between them. - Airtable - Box - Google Drive - [Slack](https://kylon.io/integrations/slack) - **Box** holds the records, the schedule metadata, the classifications, the program hub and each file's version history, and takes the four disposition fields - **Airtable** keeps the legal hold register and the disposition register - **Google Drive** stores the retention policy and every notice from counsel, records management and the platform team - **Slack** is where the desk lead opens each request and the program office shares its draft certificate ## Where to start A first cycle can cover one quarter and one record series. Connect Box through a grant the content owner approves for this room, point Ada at the Airtable hold register, and make the room guidelines say one thing plainly: every notice re-walks each record it touches from the top, and nothing is written to a file until the records desk lead approves. > “Every disposal date on the register traces back to the file it came from and the notice that moved it.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our records retention disposition desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Box, Airtable, Google Drive and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the records desk lead, legal counsel, records management and the program office. Help me invite them to this Room. 3. Build a Disposition Cycle App with Record, Series, Disposal due and Status columns, one row per in-scope record. Pull each closure date from the file's version history in Box and each hold status from the Airtable hold register. 4. Walk every record through the schedule metadata, Box classifications, the hold register and each closure date. Propose all four disposition fields per record and show me every line that looks wrong or incomplete. 5. Check the program office's draft certificate of disposal line by line against each record's current fields and list every line that is wrong or should not be printed. 6. Draft the register rows for records set to dispose or archive. Write nothing to Box and create no rows until the records desk lead approves each disposition write and each register row. 7. Write into this Room's guideline that every notice re-walks each record it touches from the top of our rules, and that the records desk lead approves every write and every register row before anything is created. 8. After one clean cycle, offer to turn the periodic walk into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Brand Abuse Takedowns: Lookalike Domains and Fake Accounts Handled by Policy Reports of lookalike domains and impersonating accounts are classified under the takedown policy in one Kylon room, using evidence from X and LinkedIn. Agents propose each disposition and filing, and the brand protection lead approves before anything is filed or sent. Legal & IPCompliance & risk ](https://kylon.io/use-cases/brand-abuse-takedowns)[ ### Litigation Docketing: Court Deadlines That Hold Up Through Stays and Extension Orders Docket entries, court-day deadlines, calendar confirmations and clerk replies run through one Kylon room. Agents work the SharePoint docket list and the court orders in Outlook, and the docketing manager approves every date before it reaches a calendar. Legal & IPCompliance & riskScheduling & dispatch ](https://kylon.io/use-cases/litigation-docket-deadlines)