Report Writing Data Retention and Audit Log

TRULEO’s AI-assisted report writing system is designed from the ground up for transparency, privacy, and compliance with emerging AI governance laws such as California Senate Bill 524 and Utah’s AI Reporting Act.

Secure AI Infrastructure

• AI Processing Environment:
  TRULEO’s report-writing assistant is powered by Anthropic Claude, operating in the AWS GovCloud environment, which is authorized for FedRAMP High workloads—the highest available level of U.S. government cloud security compliance.

• No Vendor Data Access:
  TRULEO does not access, view, or retain agency data. All report data, officer notes, and AI interactions remain encrypted at rest and in transit, and are accessible only by authorized department personnel.
  
  TRULEO systems do not train on department data, and no data is shared across agencies or external vendors.

Comprehensive Audit Trail

Every AI-assisted report generated within TRULEO maintains a full record of the report-writing process. This includes:

1. Source Officer Recollection:
   All original officer notes and narrative recollections are preserved within the Digital Notepad, distinct from any body-worn video or other evidentiary sources.

2. AI Interaction Logs:
   Each question asked by the AI assistant and every response provided by the officer are recorded with timestamps. This provides a complete context of how the AI assisted in shaping the narrative.

3. Formatting and Prompt Templates:
   The format or structure the AI used to template its response is logged for transparency and reproducibility.

4. Final Narrative Output:
   The complete, officer-approved report is preserved alongside all intermediate drafts, allowing authorized users to trace how the final report evolved.

5. Officer Self-Access:
   Each officer has direct access to their audit history, including prompts, responses, edits, and the final narrative.

Data Retention and Access Controls

• Default Retention:
  By default, all report-writing data and associated audit logs are retained for 90 days within the TRULEO system.

• Extended Retention:
  Agencies may request custom retention schedules beyond 90 days by contacting TRULEO Support. Extension requests are handled per-department and do not affect global system policies.

• Local Data Export:
  Departments can export and retain their full datasets at any time directly from the web application for long-term archival or legal retention purposes.

Court and Legal Requests

TRULEO does not possess or control agency data and therefore cannot produce report-related materials in response to external subpoenas or court orders.
Departments retain exclusive custodianship and access to:

• Raw officer recollections and notepad entries

• AI-generated prompts and responses

• Model formatting templates

• Final report narratives

Because all information remains within the department’s controlled environment, requests for disclosure must be directed to the relevant law enforcement agency—not TRULEO.

Compliance Alignment

TRULEO’s architecture and policies fully align with the transparency and audit requirements defined by California S.B. 524 and similar statutes, including: