Document archiving and retention automation

Purpose

1.1. Ensure all legal and transactional documents related to alcoholic beverage wholesale operations are securely archived, indexed, easily retrievable, and compliant with industry-specific retention requirements.
1.2. Automate the capture, classification, retention scheduling, and disposal of documents such as invoices, delivery records, permits, compliance forms, and audit logs.
1.3. Support audits, legal requests, and operational continuity with minimal manual intervention.

Trigger Conditions

2.1. Upload of new document to a shared or cloud storage (network drive, cloud folder, email attachment, web portal).
2.2. Receipt of an email containing an attachment labeled with specific compliance terms.
2.3. Submission of digital forms (e.g., delivery confirmations, licensing renewals) via workflow tools.
2.4. Periodic (e.g., weekly/monthly) scheduled audit sweeps for new documents.
2.5. Approvals or sign-offs recorded in other software systems.

Platform Variants

3.1. Microsoft SharePoint
• API: “Create File,” “Get File Metadata.” Sample: Configure flow to auto-archive files with metadata into compliance libraries.
3.2. Google Drive
• API: “Files: create” and “Drive activity: list.” Configure folders with retention tags synced to compliance triggers.
3.3. Dropbox Business
• API: “/files/upload,” “/files/list_folder.” Archive uploads into timestamped, role-based directories.
3.4. Box
• API: “Upload File,” “Metadata Templates.” Assign custom compliance metadata and retention policies.
3.5. DocuSign
• API: “Envelopes: list,” “Documents: download.” Fetch signed compliance documents and archive automatically.
3.6. OneDrive for Business
• API: “/drive/root/children.” Set up retention policies based on filename patterns or folders.
3.7. AWS S3
• API: “PutObject,” “Lifecycle Configuration.” Archive documents in compliance buckets with auto-deletion schedules.
3.8. Google Cloud Storage
• API: “Objects: insert,” “Bucket: setIamPolicy.” Assign retention policies per folder for each compliance document type.
3.9. Azure Blob Storage
• API: “Put Blob,” “Set Blob Properties.” Automate archiving with tags for legal hold and expiration.
3.10. Egnyte
• API: “Upload File,” “Get File Info.” Route documents to compliance-approved folders, auto-tag with retention attributes.
3.11. Salesforce
• Feature: Files Objects, “ContentVersion insert.” Archive signed agreements and logs from CRM into designated storage.
3.12. SAP (Document Management Service)
• API: “Create Document,” “Get Document Info.” Auto-capture compliance files from ERP transactions.
3.13. Oracle Content Management
• API: “Documents: create,” “Folders: get.” Set compliance-driven retention for transaction records.
3.14. NetSuite
• API: “File Cabinet upload.” Automate storing of sales and compliance forms based on transaction triggers.
3.15. M-Files
• API: “VaultObjectOperations.CreateObject.” Set up compliance metadata and automate retention lifecycles.
3.16. Smartsheet
• API: “Attachments: add.” Store attachments from workflows in compliance sheet folders.
3.17. Zendesk
• API: “Ticket Attachments.” Store ticket evidence or compliance communications based on tags.
3.18. Slack
• API: “Files.upload.” Archive shared compliance documents from monitored channels to secure location.
3.19. Trello
• API: “Attachments Create,” Archive list on completion. Store documentation cards and attach files with compliance labeling.
3.20. Alfresco
• API: “Create Node,” “Apply Aspect.” Implement workflows for compliance metadata and retention schedule automation.

Benefits

4.1. Enforces uniform document management, minimizing human error and lost files.
4.2. Supports rapid audit response and improves regulatory compliance certainty.
4.3. Mitigates legal and financial risk by automating retention and disposal.
4.4. Lowers operational overhead and enables secure, scalable archiving.
4.5. Enhances productivity by enabling instant document retrieval for compliance staff.