Document backup and retention policy enforcement

Purpose

1.1. Ensure all Aikido club documents (attendance, waivers, grading forms, instructor certifications, incident reports) are securely backed up automatically, retained per policy, and deleted when required for compliance.
1.2. Prevent data loss, maintain regulatory and insurance compliance, and streamline record management for administrative efficiency and audit readiness.

Trigger Conditions

2.1. File upload, modification, or deletion in shared folders or document libraries.
2.2. Scheduled intervals (e.g., daily, weekly) for backup and policy checks.
2.3. Expiry detection based on document metadata/creation date.

Platform Variants

3.1. Google Drive
• API: Files.list, Files.copy, Files.delete.
• Configure: Monitor club folder, auto-copy to backup, delete files past retention period.
3.2. Dropbox
• Feature: File Requests, API: /files/list_folder, /files/delete.
• Configure: Trigger on upload, backup to dedicated folder, auto-delete after set duration.
3.3. Microsoft OneDrive
• API: /drive/root/children, /items/{item-id}/content.
• Configure: Sync specific club folders, enforce retention via automated flows.
3.4. Box
• API: Events, Retention Policy API.
• Configure: Event-driven backups, apply policy IDs for auto-deletion.
3.5. Amazon S3
• API: PutObject, GetObject, Lifecycle configuration.
• Configure: Auto-upload backup copies, define lifecycle rules for expiry.
3.6. Egnyte
• API: /pubapi/v1/fs/usage, Retention Policies.
• Configure: Mirror club files, apply predefined retention templates.
3.7. SharePoint Online
• Feature: Information Management Policies.
• Configure: Retain, audit, and delete documents based on club rules.
3.8. Zoho WorkDrive
• API: /files, /records.
• Configure: Scheduled document export, automate deletion.
3.9. IBM Cloud Object Storage
• Feature: Retention & Versioning policies.
• Configure: Auto-sync Aikido club data, apply rules for purge.
3.10. pCloud
• API: listfolder, deletefile.
• Configure: Programmatic file listing for backup, scheduled deletions.
3.11. Citrix ShareFile
• Feature: Folder Watch, Retention Policy.
• Configure: Automated file archiving, enforce compliance-based purges.
3.12. Backblaze B2
• API: b2_list_file_versions, b2_delete_file_version.
• Configure: Versioned backups, scheduled removals.
3.13. Nextcloud
• Feature: Automated backups, Retention app.
• Configure: Nightly backup jobs, retention tags.
3.14. Mega
• API: Folder backup, File expiry actions.
• Configure: Auto-backup specific folders, set expiry deletion rules.
3.15. Wasabi Hot Cloud Storage
• API: S3-compatible, Lifecycle policies.
• Configure: Replicate and expire Aikido documents on policy schedule.
3.16. iDrive
• Feature: Continuous Sync, Archiving.
• Configure: Auto-backup club devices, purge after duration.
3.17. Tresorit
• Feature: End-to-end encrypted backups, deletion schedules.
• Configure: Secure backup cycles, scheduled clean-up.
3.18. Smartsheet
• Feature: Attachments API, Automated workflows.
• Configure: Backup attachment export, periodic deletion rules.
3.19. Airtable
• API: Records API, Automations.
• Configure: Archive document fields, schedule bulk record deletion.
3.20. M-Files
• Feature: Metadata-driven retention.
• Configure: Automated classification, expiration, and deletion based on club policy.

Benefits

4.1. Eliminates manual backup and reduces risk of human error.
4.2. Guarantees compliance with martial arts association/legal retention mandates.
4.3. Rapid recovery in case of accidental deletion, tampering, or disaster.
4.4. Streamlined audits with policy-based document management.
4.5. Minimizes storage costs by enforcing automatic deletions of dated material.