Archiving of completed project documentation

Purpose

1.1. To automate the archiving of completed building design project documentation, ensuring compliance, secure storage, accessibility, and traceable audit trails.
1.2. Automates the transition of projects from active to complete status while maintaining regulatory and client reporting requirements.
1.3. Streamlines the documentation workflow, eliminating manual errors, redundant effort, and ensuring that only finalized data is retained for future audits or revivals.
1.4. Enables automated backup, permission adjustments, and compliance retention schedules for all architectural documents associated with completed projects.

Trigger Conditions

2.1. Automatedly trigger on project status updated to “completed” in project management software.
2.2. Manual trigger by compliance officers on project handover.
2.3. Automating the process with scheduled intervals (e.g., end of month or quarter) based on completion timestamps.
2.4. External API ping from digital signature service confirming all plans approved and signed.
2.5. Automated detection of all required compliance documentation uploaded and marked as final.

Platform variants

3.1. Box
• Feature/Setting: Use “Folders API” and “Upload API” for transferring documents and the “Retention Policy API” for automating archive state.
• Example: POST /folders/{folder_id}/copy with tags=archive, then POST /retention_policies

3.2. Dropbox Business
• Feature/Setting: “Files Move” endpoint for re-categorizing, “Sharing Settings” API for locking permissions.
• Example: /2/files/move_v2, /2/sharing/update_folder_policy

3.3. Google Drive Enterprise
• Feature/Setting: “Drive API - Files: update” with parents field to automate move, “Permissions” API for automating access revocation.
• Example: PATCH https://www.googleapis.com/drive/v3/files/fileId

3.4. Microsoft SharePoint
• Feature/Setting: “REST API - MoveCopy” to archive document library items, automate retention with “Compliance Center - Retention” policies.
• Example: _api/web/GetFolderByServerRelativeUrl('...')/MoveCopy

3.5. OneDrive for Business
• Feature/Setting: Automatedly use “Content API” for file move and “Sharing link settings” to revoke external access.
• Example: PATCH /me/drive/items/{item-id}

3.6. Autodesk Construction Cloud
• Feature/Setting: “Docs API” for project phase automation, “Versions API” to lock completed versions as archive only.
• Example: POST /data/v1/projects/{project_id}/folders/{folder_id}/versions

3.7. Egnyte
• Feature/Setting: File system API to automate folder move, setting “Archive” flag, and “Retention API” for compliance.
• Example: PUT /pubapi/v1/fs-content/{path}?action=move

3.8. SAP Document Management
• Feature/Setting: “ArchiveLink API” for linking completed project files to archive, automated retention category assignment.
• Example: POST /sap/bc/contentserver/ContentServer

3.9. M-Files
• Feature/Setting: “Workflow API” to transition document state to archive, automation for access rights downgrades.
• Example: POST /REST/objects/{objecttype}/{objectid}/workflow

3.10. DocuWare
• Feature/Setting: “Document Tray API” to automate move; “Retention Policy API” to enforce archive lockouts.
• Example: POST /DocuWare/Platform/FileCabinets/{id}/Sections/Archive

3.11. Zoho WorkDrive
• Feature/Setting: “Move API” for archiving folders, automation for permission management.
• Example: POST /teamfolders/{teamfolder_id}/move

3.12. OpenText Content Server
• Feature/Setting: “Records Management API” for automated archiving, workflow triggers on project completion.
• Example: POST /OTCS/cs.exe/api/v1/nodes/{id}/move

3.13. Alfresco
• Feature/Setting: “Process API” for workflow-driven moves, “Access Control List API” for read-only archiving.
• Example: POST /alfresco/service/api/node/{store_type}/{store_id}/{id}/move

3.14. Laserfiche
• Feature/Setting: “Repository API” to automate document moves; automate policies for retention.
• Example: POST /Laserfiche/API/Repositories/{repoId}/Entries/{entryId}/Move

3.15. Smartsheet
• Feature/Setting: “Rows API” to move records, automated file attachment archiving process.
• Example: POST /sheets/{sheetId}/rows

3.16. Wrike
• Feature/Setting: “Tasks API” for status to “Completed”, triggers “Attachments API” auto-archive.
• Example: PUT /tasks/{taskId} status=Completed

3.17. Notion
• Feature/Setting: Use “Pages API” to move documentation to archive section and automate permissions for finalized objects.
• Example: PATCH /v1/pages/{page_id}

3.18. Monday.com
• Feature/Setting: “Boards API” for moving/completing items and automated “Files Column” to archive file links.
• Example: mutation { move_item_to_group }

3.19. Airtable
• Feature/Setting: Script automation to move records between bases/tables, automate file field archive flagging.
• Example: airscript moveRecords(source, target)

3.20. SFTP Servers (FileZilla, OpenSSH etc.)
• Feature/Setting: Scripted automation to move documents to archive folders, cron jobs to automate at intervals.
• Example: mv /projects/complete/* /archive/

Benefits

4.1. Automates secure, consistent, and compliant long-term storage of completed project files.
4.2. Automating archiving reduces manual labor, workflow friction, and human error.
4.3. Ensures retrieval for audits, litigation, or reference is efficient and permissioned.
4.4. Automatedly supports regulatory and contractual document retention periods.
4.5. Frees up workspace in active systems, boosts operational efficiency, and timely automates compliance deliverables.