Records archiving for compliance purposes

Purpose

1.1. Automate records archiving to enforce compliance with Canadian Pacific Northwest restaurant regulations and retention laws.
1.2. Automating data storage ensures health & safety documentation (inspections, incident logs, allergen lists) is securely retained, retrievable, and protected from tampering.
1.3. Automator guarantees retention timelines, deletion, and access control per Canada’s food & beverage compliance mandates.
1.4. Automatedly support audits and rapid reporting needs by structuring archiving flows, minimizing manual interventions.

Trigger Conditions

2.1. File creation or modification in compliance folders (e.g. latest health inspection report).
2.2. Scheduled intervals (e.g. weekly, monthly automated archiving routines).
2.3. Manual submission (e.g. manager uploads a signed compliance checklist).
2.4. API notification from third-party platforms (e.g. allergen update).
2.5. Automated alert based on nearing retention expiry.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Automate folder-to-archive Move File using Power Automate Flow API.
3.2. Google Drive
• Feature/Setting: Google Drive API; automate file moves to compliance archive folders based on set triggers.
3.3. Dropbox
• Feature/Setting: /files/move_v2 endpoint for automated archiving of documents meeting compliance rules.
3.4. Box
• Feature/Setting: Box API automate Move or Retention Policy endpoint for restaurant documentation.
3.5. AWS S3
• Feature/Setting: S3 Lifecycle Management automate policy to transition files to Glacier for long-term automated retention.
3.6. Azure Blob Storage
• Feature/Setting: Automated Blob lifecycle management rules for archival and deletion.
3.7. Google Cloud Storage
• Feature/Setting: Automated Object lifecycle management API for archiving and retention.
3.8. OneDrive for Business
• Feature/Setting: Graph API automate document movement to specific archive folders programmatically.
3.9. Egnyte
• Feature/Setting: Egnyte API automate Retention Policy enforcement for compliance archiving.
3.10. Zoho WorkDrive
• Feature/Setting: WorkDrive API automate file workflow, archiving compliance folders.
3.11. DocuWare
• Feature/Setting: Preconfigured automated Workflow to archive specific compliance and inspection documents.
3.12. M-Files
• Feature/Setting: Workflow Automation; automate storage and retention based on metadata tags.
3.13. OnBase by Hyland
• Feature/Setting: Automated Document Retention Suite for compliance-driven archiving.
3.14. OpenText
• Feature/Setting: Content Suite automate records lifecycle and archive automation.
3.15. Smartsheet
• Feature/Setting: Automated workflows using Smartsheet API to archive completed tasks/lists for compliance.
3.16. Airtable
• Feature/Setting: Airtable Automation to move or tag records as archived according to compliance policy.
3.17. Trello
• Feature/Setting: Automated Butler rule for board archival based on time or activity triggers.
3.18. Salesforce
• Feature/Setting: Automated Field History Retention policies triggered via platform events.
3.19. SAP Document Management
• Feature/Setting: Automate retention and archive workflows via SAP Archivelink API.
3.20. ServiceNow
• Feature/Setting: Automated Flow Designer workflow for record archival and retention.
3.21. Slack
• Feature/Setting: Automate Slack Workflow Builder to post archived compliance records and notify stakeholders.
3.22. Asana
• Feature/Setting: Automated Rules to move completed compliance projects to archived sections.
3.23. Monday.com
• Feature/Setting: Automated Recipes for archiving project boards based on compliance checklist completion.
3.24. NetDocuments
• Feature/Setting: Workflow Automation to move compliance documents to specified retention folders.

Benefits

4.1. Automates consistency and eliminates human error in records management.
4.2. Reduces legal and compliance risk through rule-based automated archival.
4.3. Speed and efficiency by having retrieval-ready and organized documentation.
4.4. Automatedly enforces data retention and destruction schedules as per regulation.
4.5. Increases transparency and auditability for inspectors and management.
4.6. Improves staff time utilization by automating manual tasks.
4.7. Enables automator-driven scaling as document volume grows.
4.8. Demonstrates proactive compliance culture within Canadian Pacific Northwest cuisine operations.
4.9. Supports business continuity by automating data backups and archiving business-critical records.
4.10. Automated archiving simplifies onboarding new staff by providing a clear system for legacy records.