> For the complete documentation index, see [llms.txt](https://docs.cortex.aic.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cortex.aic.io/workflow-guides/assurance/governance.md).

# Governance

**Open this area:** In the CORTEX menu, select **Assurance & governance → Preservation & archive**.

Capture the authorised current record, record an archive designation or preservation hold, and retain the authority for later changes.

**Who uses this:** Administrator, Reviewer, Requirement owner.\
**Open in CORTEX:** `/governance`.\
**In-app guide:** `/help?topic=governance`.

**Expected result:** A governance decision and exact snapshot remain inspectable without implying deletion or a freeze of all live work.

## Before you start

* Have the specific governance operation grant and current access to the target's complete content and lineage.
* Obtain the real authority and purpose for the preservation action.
* Use the stable identifier from the exact authorised record you intend to preserve.

## What to do

{% stepper %}
{% step %}

## Inspect the target

In Preservation and archive choose Record kind, enter Stable record identifier and select Inspect preservation.

Confirm the title, current target version, archive designation, active holds and exact payload hash.
{% endstep %}

{% step %}

## Choose the intended action

Select Archive exact current revision, Place preservation hold on exact current revision, or Restore active designation, retaining snapshots when offered by current authority and state.

Restoring a designation is not a database restore.
{% endstep %}

{% step %}

## Record authority and reason

For a hold, enter Hold authority reference.

Explain Authority and reason for the selected action and select Save governance action.

Inspect the saved governance version and snapshot rather than assuming the form submitted.
{% endstep %}

{% step %}

## Inspect retained evidence

Expand Immutable preserved snapshots and Retained preservation holds.

Check target version, capture time, actor and reason.

A snapshot contains exact structured current revision content, not a duplicated bundle of original attachments and all prior history.
{% endstep %}

{% step %}

## Release a hold only with authority

If specifically authorised, enter the explicit authority and reason for release and select Release this hold.

Confirm the release history; preserved snapshots remain.

Refresh and reassess any blocked archive/active-designation action afterward.
{% endstep %}
{% endstepper %}

## Check the result

* Is this the exact intended record and current revision?
* Does the stated authority support this preservation action?
* Is an active hold blocking designation changes?
* Have I confirmed the saved governance version and retained snapshot?

## If you get stuck

<details>

<summary>Why is restoring or replacing the archive designation blocked?</summary>

Check active holds. An appropriately authorised person must record any justified hold release first; do not attempt to bypass preservation by editing another identifier.

</details>

<details>

<summary>Why did the action conflict?</summary>

The target or governance record changed after inspection. Inspect again, compare the actual current versions and confirm that the same authorised decision is still appropriate before saving.

</details>

<details>

<summary>Does archive remove old content or satisfy a deletion request?</summary>

No. Archive preserves snapshots and history. Permanent disposition requires its separate exact plan, independent owner approval and controlled offline execution. Follow the retention guide with the accountable records owner; an archive designation never establishes erasure.

</details>

## Responsibility and limits

* Governance authority does not grant source or analytical access. Maintain approved custody and retention procedures outside this bounded workflow where required.
* Holds do not freeze all business edits. Archive designation does not delete records, and hashes are not administrator-proof signatures.

**Reference and scope:** Implementation guidance supporting continuity, accountability and protective security in JDP 2-00 (4th ed.), 4.27–4.35 and 6.14–6.24. Retention authority and policy remain organisational responsibilities.

**Related workflows:** [Review retention and appraise records](broken://pages/3d17697c81a4cc506636fb159b561576def51390); [Use Pulse and inspect retained activity](broken://pages/3e675dcabccdf7035af677b0ea4672a994b1e962); [Manage accounts, grants and workspace membership](broken://pages/99c8701bc497eefb32769b668198b1f9f5fc6a93); [Work through connection and deployment limits](broken://pages/e2892068271c3c1f3c4471ca5a8f532a8174ba43).