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Automated Service (Chatbot) Transcripts
Function
Information Technology
PIB
No
RRSDA Number
2026-004
Department
All University Departments
Description, purpose and use of records
The series consists of the transcripts of automated conversations between a software application (chatbot) and a human seeking information about Â鶹ÊÓƵand its services.
Records include transcripts of verbal and digital chat conversation log between software using either predefined rules or artificial intelligence (AI).
Retention periods
| Records | Active Retention |
Semi-Active Retention | Total retention | Final disposition |
|---|---|---|---|---|
| All departments holding these records | CY + 1 year | Nil | CY + 1 year | Destruction |
Active = Active Retention Period, Keep in Office; Semi-Active = Semi-Active Retention period, transfer to University Records Centre; CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments
Authorities
These records are created, used, retained and managed in accordance with the following authorities:
- Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
Retention rationale
Chatbot services are used for a variety of purposes at SFU. Once information has been reviewed and analyzed from the chatbot conversations, they cease to have administrative value.
Therefore, a total retention period of 1 year is sufficient to meet the administrative needs for these records. Upon expiry of the total retention period, these records cease to have value and should be destroyed.
Status
RRSDA is in force
Approval Date
23 Jun 2026
Last Revised Date
23 Jun 2026