# AI record-classification branch map

General decision logic plus synthetic business examples. No actual record determination, archive validation or litigation hold is represented.

Use explicit yes, no and unknown outcomes to reach the retention and archive decision. Separate fictional business cases are included in the download.

| Question | Finding | Next outcome |
| --- | --- | --- |
| Does a FINRA or applicable Exchange Act record requirement apply? | Yes | Identify the exact required record and governing rule. |
| Does a record requirement apply? | No under the assessed rule | Check other applicable retention or preservation duties; do not infer all deletion is permitted. |
| Does a record requirement apply? | Unknown | Escalate classification before deleting potentially relevant material. |
| Is a retention period specified by the applicable rules? | Yes | Use that specified period for the identified record. |
| Is it a required FINRA record with no specified period? | Yes | Apply Rule 4511(b)’s at-least-six-year fallback. |
| Are format, media and archive requirements established? | No or unknown | Resolve the Rule 17a-4 handoff with the records team; a chat export is not enough. |
| Is a separate preservation obligation relevant? | Yes or unknown | Resolve that obligation before routine disposal. |
| Are classification, period and archive handoff established? | Yes | Preserve and retrieve the required evidence under the documented process. |

## Review steps

- Identify the actual record rule: Tie classification to business content and use, not only the app, file type or draft label.
- Document the period and basis: Distinguish a specified period from the Rule 4511 fallback and any separate preservation obligation.
- Verify the archive handoff: Map required context, identity, retrieval, format and media with the responsible records team.

## Separate fictional classification cases

| Situation | Classification question | Next outcome |
| --- | --- | --- |
| Generic question about a public definition | Was it merely reference material, or used as evidence of a regulated business activity? | Records owner determines whether any record requirement applies; do not classify by tool alone. |
| AI draft later sent to a customer | What communication record and material review evidence are required? | Preserve the applicable final communication and supporting record under the relevant rule. |
| AI summary used in supervisory review | Which review decision, source material and findings must be evidenced? | Link required supervisory evidence to the appropriate records process. |
| Unsent draft contains material decision context | Does the actual rule or preservation duty require this context? | Resolve before deletion; “draft” alone is not a decision. |
| Required FINRA record with a specified period | Which FINRA or Exchange Act period applies? | Use the applicable specified period. |
| Required FINRA record with no specified period | Does Rule 4511(b)’s fallback apply? | Apply at least six years where the fallback conditions are met. |
| Format, media or preservation uncertain | Are archive requirements or a specific preservation obligation unresolved? | Escalate to the records/legal owner; do not claim a normal chat export resolves them. |

## Synthetic handoff record

Reference: TEST-RECORD-01
Activity: fictional customer communication
Draft: TEST-DRAFT-01
Final communication: TEST-FINAL-01, not sent
Review: fictional role and check, no actual approval
Archive validation: not run

Apply the actual record rule before assigning retention. No real archive or preservation order is represented.

## Source and scope

Guide: https://aona.ai/resources/guides/ai-prompts-business-records-finra/

Source check: 21 September 2026. General information, not professional approval or a completed control test.

- FINRA Rule 4511: General requirements: https://www.finra.org/rules-guidance/rulebooks/finra-rules/4511
- FINRA Regulatory Notice 24-09: https://www.finra.org/rules-guidance/notices/24-09