# AI record-classification branch map

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

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

Source: https://aona.ai/resources/guides/ai-prompts-business-records-finra/
Sources checked: 2026-09-21

## An unknown answer needs an owner

### Record required?

Yes: identify the rule. No: check other duties. Unknown: escalate.

### Period specified?

Use it; apply the six-year fallback only where its conditions hold.

### Archive ready?

Resolve format, media and required context.

### Preservation issue?

Resolve before routine disposal.

| 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 checklist

- [ ] 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.

## Included example files

- finra-ai-record-classification.md
- finra-ai-record-classification.csv
- finra-ai-fictional-record-cases.csv

## Source references

- FINRA Rule 4511: General requirements: https://www.finra.org/rules-guidance/rulebooks/finra-rules/4511 (2026-09-21)
- FINRA Regulatory Notice 24-09: https://www.finra.org/rules-guidance/notices/24-09 (2026-09-21)

Use the worksheet within the relevant legal, contractual and technical scope. It is not a certification or a record of an installed-product test.