Administrative & Compliance AutomationPurpose
1.2. Provide an automated process that systematically identifies records reaching retention limits.
1.3. Automates transfer of archived data to secure, offsite, or compliant storage while maintaining indexed access logs for audits.
1.4. Eliminates manual record review, reducing risk of human error, automates compliance workflow, and ensures timely archival.
Trigger Conditions
2.2. Trigger automation based on scheduled intervals (weekly, monthly) or on-demand triggers.
2.3. Automate triggers from regulatory policy changes or upon staff approval.
2.4. Automator system detects exception cases (e.g., legal hold, ongoing treatment) and excludes them from automation.
Platform Variants
• Feature: Power Automate Flow; automates moving files to an 'Archive' library based on metadata and retention labels.
3.2. Google Workspace
• Feature: Google Apps Script or Vault API; automates email and Drive file archiving with automated retention rules.
3.3. Box
• Feature: Box Governance APIs; automate archive by retention event triggers, moving files to workflow-specified folders.
3.4. Dropbox Business
• Feature: Dropbox API; configure "file requests" and folder moves driven by automated retention periods.
3.5. AWS S3
• Feature: Lifecycle Policies; automate file transition to Glacier/Deep Archive based on object tags or last modified date.
3.6. Azure Blob Storage
• Feature: Blob Lifecycle Management; automate movement of blobs to Archive tier after set period.
3.7. Google Cloud Storage
• Feature: Object Lifecycle Management; automates transition to Nearline/Archive storage based on storage class/age.
3.8. Salesforce Health Cloud
• Feature: Retention Policies via Platform Events; automates record flagging and offloading using Data Loader.
3.9. Epic EHR
• Feature: Automated Data Retention tools; configure auto-archiving via Chronicles purge functions and report triggers.
3.10. DocuWare
• Feature: Workflow Designer; automates document archiving by age or index fields, configured in automated workflows.
3.11. M-Files
• Feature: Compliance Kit Rules; automatedly moves documents via retention schedules and metadata-driven automation.
3.12. Cerner Millennium
• Feature: Data Archival Service; configure automator jobs for archiving patient records by age/flag.
3.13. Laserfiche
• Feature: Workflow Designer and Records Management; automate filing/archival actions on scheduled basis.
3.14. OpenText Content Suite
• Feature: Records Management Automation; automate disposition/archiving based on class definitions.
3.15. Egnyte
• Feature: Lifecycle Management; automate moving or archiving files using custom retention workflows.
3.16. ServiceNow
• Feature: Flow Designer; automate task creation and file transfer for archiving upon policy-driven triggers.
3.17. Smartsheet
• Feature: Automated Workflows; automates actions (move/copy/archive) on file attachments due to record age.
3.18. NetDocuments
• Feature: Retention & Archiving Policies; automates document transition and archival by client matter or type.
3.19. Alfresco ECM
• Feature: Records Management Module; automate records cut-off/archival events with automated rules.
3.20. SAP Information Lifecycle Management
• Feature: Retention Rules in ILM; automatedly moves data to archive or destroys it, as per compliance schedules.
Benefits
4.2. Automator processes provide timely, reliable elimination of old data, lowering storage costs.
4.3. Ensures automated, auditable, and consistent application of healthcare data retention policies.
4.4. Frees staff from repetitive manual tasks, enabling them to focus on patient care.
4.5. Improves organizational efficiency and information governance through seamless automation.
4.6. Allows scalable automation deployment as records volume grows, supporting the digital transformation of the center.