Explain why each field is needed
List original input, retrieved passages, attachments, tool results, and logging fields. Explain how each item contributes to task correctness. A large context allowance is not a reason to send a complete customer record. Keep deterministic account matching and authorization decisions in application logic.
Distinguish general content, personal information, credentials, and business secrets, then define what may enter an external request. This inventory is a design input rather than evidence of a legal basis. Have responsible reviewers check applicable requirements and current service terms when compliance decisions are involved.
Test with a smaller representation
Remove irrelevant fields first. Where suitable, use excerpts, ranges, or replacement identifiers that cannot be resolved externally. Keep mappings to original records inside the controlled local environment. Generated output does not authorize recovery or disclosure of sensitive fields.
Compare task correctness before and after minimization, checking whether essential context was lost. Replacing a name does not automatically anonymize a record: unusual events and free text can still identify someone. Use synthetic test data and document remaining risks, approval responsibility, and cases that require a different workflow.
Review retention along the whole path
Inspect request caches, debug logs, error tracking, result storage, and exported files. Assign each location a purpose, access boundary, and deletion procedure. Deletion from the primary database is incomplete if a monitoring system retains full copies. Public errors should not echo original input.
Verify service-side processing, retention, and deletion capabilities against current formal information. Mark unknowns explicitly rather than assuming zero retention or a training exemption. After changing the data flow, inspect samples again and confirm logs have not reintroduced removed fields.
Sources & further reading
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