3 min read ·
If automation is a black box, no one can hand it work with confidence. The reasoning behind each action has to be recorded before a person can hand over authority and feel at ease.
Rules worked out on real customer builds
Why Velros operations need evidence logs and review logs
Velros AI does the work, but the company's responsibility has to stay. Here is why the evidence log of what ran and why becomes the foundation for trust and improvement.
The record exists to retrace, not to watch
Ask what went wrong and get no answer, and it happens again. Keep when it arrived, who looked at what, and which rule was applied, and one incident becomes the next standard.
How long you must keep logs depends entirely on where you are
The EU's GDPR requires appropriate security measures under Article 32 but fixes no retention period at all. In the United States there is no cross-sector statute either: HIPAA requires six years of documentation and SOX seven years of records, while the one-year figure people quote is PCI-DSS Requirement 10, a card-industry standard rather than a law. China's Cybersecurity Law fixes six months by statute. Read the rule that applies to you rather than the one you heard.
GDPR Article 32; 45 CFR §164.316(b)(2); Sarbanes-Oxley §802; PCI-DSS v4.0 Requirement 10 (a standard, not law); PRC Cybersecurity Law Article 21
Six things belong in the record
When it arrived and when it was handled. Whether AI drafted it and who approved it. What was read and what was done. Which company rule or exception was applied. Whether it ran, waited or was refused. And what a member of staff changed, and why. Without that last one the record is audit material and never grows into a standard.
Deleting a record is itself an approval
Anything that could damage the basis of an audit is not done automatically. Editing or deleting a record, and reaching sensitive data, wait for a person. If whoever writes the record can also erase it, the record is not evidence.
Log what worked, or you will only learn from failures
Record only incidents and incidents are all you learn. The draft that went out untouched, the answer the customer accepted immediately: keep those too, or nobody knows what works. A standard does not grow only from the far side of failure.
Retention is a decision, not a residue
Keeping everything for ever is a risk, not a safeguard. Write down at the start what is kept, for how long, when it is destroyed, and what is returned to the customer when the contract ends.
Guides to read next
A few short pieces you can read next, from the same operating standard.
How to start organizing repeat work without a dedicated hire
Even with no one on staff whose job is process improvement, you can pick one piece of repeat work, turn it into an repeatable routine, and find something to cut that same week. Here is the order to work through.
Open pageA Velros AI ops team versus RPA, and where each one fits
RPA follows a fixed procedure. A Velros AI ops team reads the situation, classifies it, and prepares a draft. Here is how to tell which work belongs to which.
Open pageA checklist for finding the repeat work to hand off first
The work to hand off is not some grand project, it is the small task that repeats every week. Here are the signals for spotting that task in your own company.
Open pageOperations assessment
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