Secure shredding and deletion reminders for sensitive data

Purpose

1. Automate secure shredding and deletion reminders for sensitive customer, supplier, and internal data in wholesale gas log businesses.

2. Automates compliance with data retention policies and reduces risk of data breaches.

3. Ensures automatable tracking and scheduled disposal of documents, emails, transaction records, and digital media.

4. Automator systematically notifies responsible staff, logs completion, and updates compliance documentation.

5. Supports audits by automatedly archiving deletion certificates and shredding confirmations.

Trigger Conditions

1. Automate reminders based on document creation date + retention period expiry.

2. Automator detects flagged files or folders marked for disposal.

3. Automated response to compliance audits or periodic policy triggers.

4. Scheduled automation for regular data lifecycle reviews (monthly, quarterly, yearly).

5. Automation of reminders post-customer contract completion or employee offboarding.

Platform Variants

1. Microsoft Outlook

• Feature/Setting: Automate recurring calendar events and reminder emails for data deletion; use Microsoft Graph API “createEvent” for reminders.
  

2. Google Workspace

• Feature/Setting: Automator uses Google Calendar API “Events.insert” and Gmail API “messages.send” for scheduled reminders and confirmations.
  

3. Slack

• Feature/Setting: Automator sends automated reminders via Slack API “chat.postMessage” to compliance channels.
  

4. Dropbox

• Feature/Setting: Automate file cycle checks using Dropbox API “files/list_folder” and “files/delete_v2”.
  

5. Box

• Feature/Setting: Automation uses Box API “events” and “files.delete” to react on file retention status and trigger deletions.
  

6. DocuSign

• Feature/Setting: Automator requests digital deletion signatures via DocuSign API “envelopes/create”.
  

7. Salesforce

• Feature/Setting: Automate mass task creation via Salesforce REST API “/services/data/vXX.X/sobjects/Task”.
  

8. Smartsheet

• Feature/Setting: Automation triggers follow-up tasks using Smartsheet API “sheets/{sheetId}/rows”.
  

9. Zendesk

• Feature/Setting: Automate ticket creation for deletion process tracking, use Zendesk API “tickets.create”.
  

10. ServiceNow

• Feature/Setting: Automatedly opens incident/request with ServiceNow API “table/incident” for compliance deletion.
  

11. Asana

• Feature/Setting: Automate task assignment through Asana API “tasks” endpoint for staff alerts.
  

12. Monday.com

• Feature/Setting: Automates notification pulses via GraphQL API mutation “create_notification”.
  

13. Trello

• Feature/Setting: Automatically creates checklist cards with Trello API “cards/create”.
  

14. OneDrive

• Feature/Setting: Backup and delete files using Microsoft Graph API “driveItem.delete”.
  

15. AWS S3

• Feature/Setting: Automate S3 “ObjectLifecycle” policies for shredding, use AWS SDK DeleteObject API.
  

16. Google Drive

• Feature/Setting: Automated file deletion with Drive API “files.delete”; audits with “revisions.list”.
  

17. Dropbox Business

• Feature/Setting: Automation uses Business API “team_log/get_events” for compliance reporting.
  

18. Twilio

• Feature/Setting: Auto-send SMS reminders via API “messages.create” to responsible parties.
  

19. SendGrid

• Feature/Setting: Automate secure notification emails with “mail/send” endpoint.
  

20. SharePoint

• Feature/Setting: Automates scheduled deletions and audit log entries via SharePoint REST API “DeleteObject”.
  

Benefits

1. Automation ensures timely, consistent reminders and compliance.

2. Automates manual follow-up, reducing risk of missed deletions.

3. Streamlines audit readiness via auto-archiving and record-log automation.

4. Automator eliminates repetitive tasks for administration staff.

5. Automatedly reduces data exposure risk and helps meet regulatory requirements.