Purpose
1. Ensure systematic collection, classification, retention, and secure long-term storage of compliance-related documents (e.g., purchase manifests, delivery receipts, supplier certifications).
2. Meet stringent regulatory and internal record-keeping obligations for construction material aggregates, minimizing legal and financial risks.
3. Enable fast retrieval and defensible audit trails for due diligence, litigation protection, and ISO/construction industry compliance checks.
4. Automate document lifecycle: intake, cataloging, retention scheduling, and archival across heterogeneous source and storage systems.
Trigger Conditions
1. New document uploads in shared drives (local/network/cloud).
2. Receipt of supplier emails with attachments matching predefined criteria.
3. Changes in ERP/CRM records (e.g., supplier approval event, PO completion).
4. Scheduled processing (e.g., nightly batch for new files).
5. Approaching regulatory retention deadlines (e.g., X years since document creation).
6. Manual submission via secure web forms or portals.
Platform Variants
1. Microsoft SharePoint
• Feature/Setting: Document Library triggers and workflows; Configure retention policies API and automate Move/Archive by metadata (e.g., set HTTP request to `_api/web/lists/getbytitle('Documents')`).
2. Google Drive
• Feature/Setting: Use Drive Activity API to detect uploads; set Google Apps Script or Google Drive API for moving files after time-based triggers.
3. Dropbox Business
• Feature/Setting: Use Dropbox webhooks with Business API to monitor folders; move/archive via `files/move_v2`.
4. Box
• Feature/Setting: Box Events API for upload events; configure Retention Policies and automate via `POST /retention_policies`.
5. Egnyte
• Feature/Setting: Use Egnyte Events API; automate move-to-archive using Egnyte File System API.
6. OneDrive for Business
• Feature/Setting: Use Microsoft Graph API for file updates; set Information Governance policy for retention.
7. DocuWare
• Feature/Setting: Configure Intelligent Indexing and retention workflows; use REST API to automate archival.
8. M-Files
• Feature/Setting: Create event-based workflows; use M-Files API for auto-retention/transfer.
9. SAP Document Management
• Feature/Setting: SAP ArchiveLink API to set retention schedules on document classes; configure with workflow triggers.
10. Oracle Content and Experience
• Feature/Setting: Use REST API for file upload triggers; automate archival via lifecycle rules.
11. Adobe Document Cloud
• Feature/Setting: Configure Document Services API for archiving; automate via webhook triggers on uploads.
12. Alfresco
• Feature/Setting: Use Alfresco Rules and REST APIs to auto-tag and move files after retention time.
13. Smartsheet
• Feature/Setting: Monitor rows with attachments; automate backup/export using Smartsheet API and scheduled scripts.
14. Zoho WorkDrive
• Feature/Setting: Use WorkDrive APIs for folder events; automate archival after specified periods.
15. Slack
• Feature/Setting: Search/file API to find shared documents; set reminders or move files using Slack's API/events.
16. Docusign
• Feature/Setting: Use Envelope Events and REST API to trigger retention/archive when envelopes are completed.
17. Jira
• Feature/Setting: Monitor issue attachments; automate copying to archival storage via REST API based on status/workflow transitions.
18. AWS S3
• Feature/Setting: S3 Event Notifications for uploads; apply S3 Lifecycle Policies to transition objects to Glacier/Deep Archive.
19. Azure Blob Storage
• Feature/Setting: Azure Event Grid triggers; implement Blob Lifecycle Management policies for auto-archival.
20. Google Cloud Storage
• Feature/Setting: Use Pub/Sub notifications for new objects; set Object Lifecycle Management rules to auto-archive/delete based on age.
Benefits
1. Reduces manual intervention/error in compliance documentation.
2. Assures legal/regulatory audit readiness 365/24/7.
3. Minimizes storage costs with timely archival and deletion.
4. Accelerates document retrieval for compliance checks or supplier disputes.
5. Supports multi-platform, multi-format data governance without workflow gaps.
Compliance & Document Management