Automated document archival and backup

Purpose

1. Secure long-term storage and backup of all AC store documents (invoices, receipts, financials, warranties, work orders).

2. Fulfill compliance, disaster recovery, and audit obligations.

3. Ensure fast search and retrieval of archived files for operations and customer service.

4. Standardize and automate document categorization, format conversion, and structured archiving workflows.

5. Eliminate manual filing errors, improve data consistency, and reduce labor costs.

Trigger Conditions

1. Document is created or updated in POS, ERP, or CRM systems.

2. End-of-day, end-of-month, or end-of-quarter business cycle.

3. Manual action by finance/admin staff (upload or scan event).

4. Predefined time schedules (e.g., nightly batch archival).

5. API/webhook calls from partner tools signaling new documents.

Platform Variants

1. Microsoft SharePoint

• Feature/Setting: REST API “Files.Add” endpoint for document upload. Sample: Configure with document type-based folder logic.
  

2. Google Drive

• Feature/Setting: “Drive API v3, files.create” with custom metadata and nested folder structure. Sample: Automate based on tags like date/type.
  

3. Dropbox

• Feature/Setting: “/files/upload” API for structured archival, use naming conventions for retrieval.
  

4. Box

• Feature/Setting: “content.upload” API, apply metadata templates per document type for searchability.
  

5. AWS S3

• Feature/Setting: “PutObject” API, bucket versioning and object tagging for compliance archiving.
  

6. Azure Blob Storage

• Feature/Setting: “BlobClient.Upload”, use container-level organization, enable soft delete for recovery.
  

7. Google Cloud Storage

• Feature/Setting: “objects.insert” API, bucket lifecycle rules for automated backups and retention.
  

8. Evernote

• Feature/Setting: “notes.create”, assign notebook per document type and use tags for archival.
  

9. Egnyte

• Feature/Setting: “/fileops/upload”, enable permissioned folder access for finance/admin teams.
  

10. M-Files

• Feature/Setting: “New Document” via API, automated class assignment for each archival type.
  

11. DocuWare

• Feature/Setting: “Post Documents” API, implement automated indexing at storage time.
  

12. Zoho WorkDrive

• Feature/Setting: “Files API”, set up Team Folders for AC invoices, receipts, warranty docs.
  

13. OneDrive for Business

• Feature/Setting: “/drive/root:/upload”, folder-per-period and custom metadata fields per document.
  

14. pCloud

• Feature/Setting: “Upload File” API, time-based automatic folder creation and backup scheduling.
  

15. Citrix ShareFile

• Feature/Setting: “/Items Upload”, assign workflow-triggered folders for administrative docs.
  

16. OpenText Content Server

• Feature/Setting: “Create Document” REST API, content class mapping based on POS/ERP origin.
  

17. Nextcloud

• Feature/Setting: “WebDAV/PUT”, per-user and per-department archival, daily scheduled backup scripts.
  

18. SAP ArchiveLink

• Feature/Setting: “Store Document” service, link records directly from SAP FI/CO modules.
  

19. Alfresco

• Feature/Setting: “Content API upload”, custom folder rulesets for AC unit sales/service documents.
  

20. IBM FileNet

• Feature/Setting: “createDocument” API, document class and property mapping for all incoming files.
  

Benefits

1. Reduces risk of data loss and meets legal/regulatory archiving mandates.

2. Optimizes retrieval and minimizes downtime in audits or service requests.

3. Drives operational efficiency, reduces manual touchpoints, and minimizes storage costs.

4. Enables consistent document structure, easy searching, and remote access.

5. Scales easily with business growth and integrates across POS, ERP, and other admin systems.