docs(governance): add record retention and legal hold policy

[dvreolv-ux]

Overview

This PR closes a governance gap by adding a versioned Record Retention and Legal Hold Policy to the Governance/policies/ folder. It gives contributors and maintainers a clear reference for how long records are kept, how legal holds are applied and released, and how disposal is carried out.

Related Issue

Changes

📄 Governance Policy Document

• [ADD] Governance/policies/RECORD_RETENTION.md
  • Documents the retention schedule for governance records.
  • Specifies the legal-hold process (initiation, scope, notification, release).
  • Defines the disposal rules applied once retention periods end and no hold is active.
  • Notes that the change is self-contained within the Governance/ folder.

Verification Results

No automated tests apply — this change adds a documentation-only policy file
under Governance/policies/ and does not touch executable code or existing
functionality.

Acceptance Criteria	Status
Governance requirement is implemented successfully	✅ Governance/policies/RECORD_RETENTION.md added with retention schedule, legal-hold process, and disposal rules
Scope is limited to a maximum of two files	✅ One file changed
No changes are made outside the Governance folder	✅ Only Governance/policies/RECORD_RETENTION.md modified
No regression in existing functionality	✅ Documentation-only change; no code paths affected
Tests pass and code follows project standards	✅ No tests required for a docs-only change; follows existing Governance folder conventions
Change is documented	✅ Policy document itself serves as the documentation

Closes #1859

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