Secure record-keeping of all compliance documents

Purpose

 1.1. Ensure immutable, time-stamped, encrypted storage of compliance documents for audits, regulatory checks, and internal monitoring.
 1.2. Automate classification, access control, and lifecycle management of required records (licenses, shipment logs, end-user certificates).
 1.3. Support rapid retrieval, automated alerts for expirations, and integration with legal review workflows.
 1.4. Maintain full audit trails and proof of compliance-ready record-keeping per DOD, ITAR, and federal guidelines.

Trigger Conditions

 2.1. New compliance document uploaded to central drive or received by email.
 2.2. Expiry date reached for existing compliance documentation (e.g., license renewal).
 2.3. Quarterly compliance review cycle initiated.
 2.4. External audit request or regulator access event logged.
 2.5. Changes detected in personnel access permissions or multi-factor fail events.
 2.6. Submission confirmation triggered from supplier or logistics partner.

Platform variants

 3.1. Microsoft SharePoint
  • Feature/Setting: Document Libraries; automate via Graph API – auto-create record folders, restrict permissions; e.g., POST /sites/{site-id}/drives/{drive-id}/items
 3.2. Box
  • Feature/Setting: Retention Policies; use Box API—create retention policy, assign to folders; e.g., POST /retention_policies
 3.3. Dropbox Business
  • Feature/Setting: File Requests and Audit Logs; configure via /files/upload and /team_log/get_events for traceability
 3.4. Google Drive for Business
  • Feature/Setting: DLP Rules via Google Admin SDK—auto-label sensitive files; API: files.create, files.update
 3.5. DocuSign
  • Feature/Setting: Envelope Documents; automate archiving signed agreements via Envelopes: GET /v2.1/accounts/{accountId}/envelopes
 3.6. Ironclad
  • Feature/Setting: Contract Repository; webhook API for new contract events, e.g., POST /hooks/contracts.completed
 3.7. Adobe Acrobat Sign
  • Feature/Setting: Automated Workflows for eSigned docs; retrieve via /agreements/{agreementId}/combinedDocument
 3.8. AWS S3
  • Feature/Setting: Server-side encryption, event notifications; configure bucket policies, use event triggers (PUT object, S3:ObjectCreated:*)
 3.9. Azure Blob Storage
  • Feature/Setting: Immutability Policies via SDK/API; set legal hold and time-based retention, e.g., PutBlob
 3.10. Google Cloud Storage
  • Feature/Setting: Bucket Lock (Object Versioning); API: buckets.patch with retention policy
 3.11. Onna
  • Feature/Setting: Multi-source archiving; configure connectors for eDiscovery, schedule exports via API
 3.12. Egnyte
  • Feature/Setting: File Governance Policies; use Egnyte Protect API, set file lifecycle policies
 3.13. Evervault
  • Feature/Setting: Encryption as a service; use vaults/cipher API for real-time encryption at upload
 3.14. Okta
  • Feature/Setting: Identity-based access; API: /api/v1/users/{id}/roles, trigger automations on role change
 3.15. Splunk
  • Feature/Setting: Audit trail analytics; monitor and alert on document access via Search API
 3.16. NetDocuments
  • Feature/Setting: DMS Automation; Configure profile attributes, use API for document filing and tagging
 3.17. OneTrust
  • Feature/Setting: Compliance data mapping; Use Assessment Automation API for tracking
 3.18. LexisNexis CounselLink
  • Feature/Setting: Legal document archival status; API: GET /api/documents/{documentId}
 3.19. ServiceNow
  • Feature/Setting: Compliance workflow automation; use Flow Designer to trigger on record creation
 3.20. M-Files
  • Feature/Setting: Metadata-driven document management; REST API to assign compliance class and state
 3.21. Proofpoint
  • Feature/Setting: Email/document archiving; configure auto-export via Archive API
 3.22. Smartsheet
  • Feature/Setting: Automated document intake; REST API for file upload and row record creation
 3.23. Alfresco
  • Feature/Setting: Automated retention and audit; API call to /nodes/{nodeId}/records for marking files as records
 3.24. iManage
  • Feature/Setting: Secure legal DMS; Use Universal API to create, lock, and track files for compliance
 3.25. Veeva Vault
  • Feature/Setting: Controlled record lifecycle; REST API to configure document workflow transitions.

Benefits

 4.1. Reduces manual errors and risk of non-compliance.
 4.2. Enables instant document retrieval for audits and reviews.
 4.3. Maintains airtight security and confidentiality for sensitive data.
 4.4. Supports regulatory change adaptation and scalability.
 4.5. Automates expiry monitoring and renewal reminders.
 4.6. Provides comprehensive audit trails for every action.
 4.7. Ensures division of access by role and need-to-know policy.
 4.8. Strong encryption and legal hold capabilities across storage mediums.