Administrative ProcessesPurpose
1.2. Free up storage and improve system performance by moving historical data to secure archive locations.
1.3. Mitigate privacy risks by relocating outdated personal data to controlled-access storage.
1.4. Streamline audits by maintaining clear separation between active and archived data.
1.5. Support operational continuity by reducing manual workload related to records management.
Trigger Conditions
2.2. Manual administrator flag for archiving.
2.3. Account inactivity as detected by system logins/activity API for ≥180 days.
2.4. Graduation, withdrawal, or termination events from student information system.
2.5. Scheduled routine: monthly/quarterly check on database for qualifying records.
Platform Variants
3.1. Salesforce Education Cloud
• Flow/Process Builder: "Auto-archive Students," trigger on custom field "Inactive > 12 months," action: create archive record task.
3.2. Microsoft Power Automate
• Scheduled Cloud Flow: trigger every 30 days, use "Dataverse List Rows" with inactivity filter, action "Archive Record."
3.3. Google Workspace (Sheets + Drive)
• Apps Script: "On Open" trigger—scan sheet, move inactive entries to archive folder in Drive via DriveApp API.
3.4. Workday Student
• Workday Studio: Web service call, run report "Inactive Users", use Archive Record web service API.
3.5. PeopleSoft Campus Solutions
• Event Mapping: after status change, invoke archivePeopleCode, move records to ARCH table.
3.6. Ellucian Banner
• Automated Job Submission (Jobsub): run "archive_inactive_persons.sql" schedule monthly.
3.7. Docusign CLM
• Workflow Trigger: envelope status→inactive, DocuSign CLM API "moveToArchive" call.
3.8. Dropbox Business
• App Folder Script: use Dropbox API `/files/move_v2` for each file tagged inactive.
3.9. Box Platform
• Retention Policy: set automated disposition for folders, Box API `POST /folders/:id/move`.
3.10. Amazon RDS
• Lambda Scheduled Event: scan records by inactivity, move matching data to S3 via `boto3.copy_object`.
3.11. Google Cloud SQL
• Cloud Functions: scheduled Pub/Sub, query inactive, insert to BigQuery/archive, delete original.
3.12. SFTP Server (e.g., FileZilla Pro)
• Scripted CRON: scan directories, move .csv/.xml files with inactive records to /ARCHIVE.
3.13. Airtable
• Automations: schedule "find records" (inactive), action "moveRowToTable" (Archive).
3.14. Monday.com
• Automation Recipe: status changes to inactive + 365 days elapsed, move to Archive board via API.
3.15. Asana
• Rules: custom field "last active date" + inactivity, move task (record) to Archive project.
3.16. HubSpot
• Workflow: contact property "student/staff inactive," trigger list, move to static segment "Archive."
3.17. Notion
• API Integration: scheduled fetch database, move pages with inactive status to "Archived" database.
3.18. Zoho CRM
• Workflow Rule: status = inactive, function calls "archiveRecord" via Zoho API.
3.19. Slack
• Scheduled Bot: API get user status list, for inactive create DM to admin, archive user group message logs.
3.20. SharePoint Online
• Power Automate Flow: list items inactive, move to "Archive Library" with `move file/items` action.
3.21. Moodle
• Scheduled Task: on status change, execute plugin script, move user record to archive table.
Benefits
4.2. Optimized access speed for current records, decreased database bloat.
4.3. Lower risk of data leaks by restricting archived data from general staff access.
4.4. Reduction in manual record management, saving administrative hours.
4.5. Simplified, automated audit process with clear documentation of archival dates and reasons.