Secure digital archiving and access management

Purpose

1.1. Streamline and automate secure digital archiving of regulatory, lease, and operational documents for mobile home park corporate offices, ensuring compliance, efficient document retrieval, version control, and controlled user access.
1.2. Centralize document storage, automate retention policy enforcement, automate audit trails for regulatory checks, automate access provisioning/deprovisioning, and automate secure sharing with internal staff and auditors.
1.3. Automate backup, encrypt document data in transit and at rest, automate triggers for renewal reminders (e.g., permits, licenses), and automate incident notifications in case of unauthorized access attempts.

Trigger Conditions

2.1. New document upload via staff portal or email.
2.2. Changes made to existing documents or metadata.
2.3. Receipt of compliance inspection reports via email or integration api.
2.4. Approaching expiry dates for compliance-critical documents.
2.5. Scheduled archival runs or monthly retention policy checks.
2.6. Access request submitted via user portal or identity management system.
2.7. Security breach detection or failed login attempt event.
2.8. Manual initiation by compliance officer for periodic review.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Document Libraries with Automated Metadata Tagging via Power Automate; API endpoint: /sites/{site-id}/drive/items
3.2. Google Workspace (Drive & Workspace Admin SDK)
• Feature/Setting: Automated Folder Organization & Access Audits using Drive API and Directory API for user provisioning
3.3. DocuSign
• Feature/Setting: Automated e-signature archiving using Connect API event triggers
3.4. Box
• Feature/Setting: Automated folder triggers, retention policies, and file request links; API: box.com/files
3.5. Dropbox Business
• Feature/Setting: Automated Team Folder archival events with Audit Log API
3.6. Egnyte
• Feature/Setting: Smart Vault Automation, Audit Reporting API
3.7. M-Files
• Feature/Setting: Automated Compliance Workflows, Object Type Configurations
3.8. Adobe Acrobat Sign
• Feature/Setting: Automated agreement archiving via REST API
3.9. OneDrive for Business
• Feature/Setting: Automated file/move/copy flow with Graph API (beta/drive/root/children)
3.10. Iron Mountain Connect
• Feature/Setting: Automated physical-to-digital conversion scheduling, secure transfer API
3.11. Zoho WorkDrive
• Feature/Setting: Automated Team Folder workflows and Link Sharing via REST API
3.12. AWS S3 + AWS IAM
• Feature/Setting: Automated bucket policies, Object Expiration automation, IAM access automation
3.13. OpenText Content Suite
• Feature/Setting: Automated retention & access rules, REST API for document ingest
3.14. Laserfiche
• Feature/Setting: Repository Automation Service, Web Access Integration
3.15. Alfresco Content Services
• Feature/Setting: Automated rules, Smart Folder configuration, CMIS REST API
3.16. SAP Document Management
• Feature/Setting: Document Lifecycle Management; Open API triggers for upload/access
3.17. Citrix ShareFile
• Feature/Setting: Automated User & Folder Provisioning, Activity Audit feature, API automation
3.18. Smartsheet
• Feature/Setting: Automated Attachments archiving, Workflow Automations (Move Rows/Files), Webhooks
3.19. NetDocuments
• Feature/Setting: Automated workspace and permissions provisioning using ndThread API
3.20. IBM FileNet
• Feature/Setting: Content event triggers for archiving, Automated retention enforcement with Content Platform Engine API
3.21. Slack (for notifications)
• Feature/Setting: Automated document change or incident alert to admins; Incoming Webhooks
3.22. Okta or Azure AD
• Feature/Setting: Automated access provisioning/deprovisioning workflows, API-based SSO

Benefits

4.1. Automated compliance reduces manual workload and risk of regulatory fines.
4.2. Automating access management ensures only authorized personnel retrieve records.
4.3. Automated audit trails facilitate rapid inspection and reporting.
4.4. Automated archiving and retention policies optimize storage costs and ensure timely disposal.
4.5. Automated versioning limits accidental data loss and ensures document integrity.
4.6. Automating incident notifications secures assets from unauthorized access.
4.7. Automation enables scalable, repeatable compliance workflows across all mobile home park properties.
4.8. Automating document retrieval and search accelerates response to audits or tenant/inspector requests.
4.9. Automated backup and encryption strengthen data loss prevention and security posture.
4.10. Automated document renewal alerts ensure never-missed regulatory renewals.