Archiving old documents and materials automatically

Purpose

1.1 Automate the identification, extraction, and archiving of old documents (scripts, emails, production notes, promotional materials) to offload clutter from main systems/storage.
1.2 Ensure regulatory compliance, facilitate smoother document retrieval, and reduce manual administrative tasks for community theater operations.
1.3 Standardize archiving according to customizable retention policies (e.g., automatically move documents unused for 2+ years).
1.4 Maintain traceability and data integrity, prevent accidental deletion, and synchronize records across multiple file locations or user accounts.

Trigger Conditions

2.1 Document age exceeds set period (e.g., last modified over 12/24/36 months ago).
2.2 Specific metadata tags assigned (e.g., "archive," "expired").
2.3 Scheduled dates (monthly/quarterly archive runs).
2.4 Space constraints or storage thresholds met in primary repositories.
2.5 Upon completion of shows or projects, all associated materials flagged for archive.

Platform Variants

3.1 Google Drive
• Feature/Setting: "Files: list" API with query parameters for lastModifiedTime and labels; "Files: update" API for moving files to Archive folders.

3.2 Microsoft OneDrive
• Feature/Setting: Graph API "List children" and "Move item" endpoints; utilize "lastModifiedDateTime" property for logic.

3.3 Dropbox
• Feature/Setting: "files_list_folder" and "files_move" endpoints; filter by "server_modified" property.

3.4 Box
• Feature/Setting: "Search" API for file age and metadata; "Move" endpoint for archival action.

3.5 SharePoint
• Feature/Setting: REST API to query document libraries by modified date; "MoveTo" method for relocating.

3.6 Slack
• Feature/Setting: "files.list" API with timestamp filters; "files.delete" or move to an archive channel/bot-user DMs.

3.7 Gmail
• Feature/Setting: "Users.messages.list" with query for older_than:X; "Users.messages.modify" to apply "Archive" label.

3.8 Outlook
• Feature/Setting: Graph API "List messages" filtered by "ReceivedDateTime"; "move" endpoint for archiving.

3.9 Evernote
• Feature/Setting: Search by updated/created date; move note to "Archive" notebook via "NoteStore" API.

3.10 Notion
• Feature/Setting: Search databases with filter for "Last Edited"; use "Update Page" API to set "Archive" status.

3.11 Airtable
• Feature/Setting: Filter records by date fields; "Update Record" endpoint to move or tag as archived.

3.12 Trello
• Feature/Setting: "Get Cards" endpoint with filter for inactivity; "Archive Card" action.

3.13 Asana
• Feature/Setting: "Tasks" query by last activity; REST "Update Task" endpoint to move to an 'Archive' project.

3.14 Monday.com
• Feature/Setting: Query items by date columns; GraphQL mutation to move items to archive.

3.15 Salesforce
• Feature/Setting: SOQL queries for objects older than X; "Archive" or "Delete" action by object type.

3.16 Zoho Docs
• Feature/Setting: "Files" API with modified date filter; "Move" API to transfer to archive folder.

3.17 Confluence
• Feature/Setting: Search content by last modified date; API endpoint to move pages to archive space.

3.18 JIRA
• Feature/Setting: Search issues by "updated" field; transition workflow to "Archived" status.

3.19 HubSpot
• Feature/Setting: Search for aged attachments or notes; "Engagements API" for archiving correspondence.

3.20 GitHub
• Feature/Setting: List repo files or issues with "updated_at" filters; move to archive branch or label with "archive."

Benefits

4.1 Frees up valuable storage for active materials and improves operational speed.
4.2 Ensures easy access to historical records in organized archive locations.
4.3 Reduces risk of data loss due to human error or system overload.
4.4 Supports compliance needs for record-keeping and audit readiness.
4.5 Minimizes manual workload on administrative staff.
4.6 Enables higher-level scripting or chaining for audit, reporting, or further automation triggers.