Establish Record Export Process & Retention Requirements

[mlehotay]

Change Request

Implement a controlled process for exporting QMS records (GitHub Issues, PRs, Discussions, and related metadata) and define retention requirements for all record types. Update Document-Control-SOP, GitHub-Document-Control, and document Header-Template to reflect these changes.

Reason / Justification:
Currently, GitHub serves as the primary record source, but there is no defined export process or retention policy. This CR ensures all records can be preserved, retrieved, and audited in compliance with ISO 9001 requirements.

Impact & Risk Assessment

Impact: Establishes clear retention rules and a repeatable export workflow; updates SOPs and metadata templates.
Risk: Medium — incomplete implementation may affect audit readiness.

Planned Actions / Implementation

• Define retention times for all QMS records (default: indefinite unless otherwise required).
• Specify and document export methods for GitHub Issues, PRs, and related metadata.
• Update Document Control SOP to include retention rules and responsibilities.
• Create or update Record Retention WI with export workflow and verification steps.
• Update metadata templates to include retention information.
• Apply changes via PR in fley-qms for review and approval.

Verification / Acceptance Criteria

• Retention times and rules documented and approved.
• Export workflow documented, tested, and reproducible.
• SOP/WI changes merged and approved via PR.
• Metadata templates updated to include retention field.
• Evidence of implementation captured for audit traceability.

Related Processes / References

Document-Control-SOP, GitHub-Document-Control, Change-Control-SOP, GitHub-Change-Control, GitHub-QMS-Setup, GitHub-QMS-Operations