Automated document archiving and retention scheduling

Purpose

1.1. Automate the archiving, storage, and retention scheduling of compliance-related documents for public safety departments to ensure regulatory adherence and streamlined audit readiness.
1.2. Automating the secure transfer, indexation, and deletion of sensitive documents according to legal mandates, retention policies, and disaster recovery standards.
1.3. Automator ensures all data and record movements are logged and retrievable, reducing manual intervention and risk of human error in high-compliance government safety environments.

Trigger Conditions

2.1. Automated on completion or approval of a compliance/event incident report.
2.2. Automate on scheduled time intervals (e.g., monthly, quarterly retention reviews).
2.3. Automated trigger on document creation, update, or policy change notifications from specific systems.
2.4. Automation initiates on receipt of legal hold requests or compliance audit triggers.

Platform Variants

3.1 Microsoft SharePoint
• Feature/Setting: Document Library Retention Label API — automate setting retention labels and move/lock actions per compliance schedules.

3.2 Google Drive
• Feature/Setting: Drive API Files: update/patch for automating metadata changes; automate scheduled deletes via Apps Script triggers.

3.3 Box
• Feature/Setting: Retention Policy API — automate retention policy creation and assignment per folder/subfolder.

3.4 Dropbox Business
• Feature/Setting: /files/delete_v2 API — automate archive and automated deletion schedules.

3.5 AWS S3
• Feature/Setting: Lifecycle Policy Rules — automate tiering, archive, and automated delete for compliance buckets.

3.6 Azure Blob Storage
• Feature/Setting: Blob Lifecycle Management Policy — automate data retention and automated archiving workflows.

3.7 IBM Cloud Object Storage
• Feature/Setting: Archive Policy Configuration — automate policy-driven archival/retention via SDK/API.

3.8 DocuWare
• Feature/Setting: Workflow Designer — automate document retention process thresholds and triggers.

3.9 M-Files
• Feature/Setting: Automated Compliance Kit — configure workflows to automate retention/archival based on metadata.

3.10 Laserfiche
• Feature/Setting: Workflow Retention Policy — automate document classification and archival routines.

3.11 Alfresco
• Feature/Setting: Records Management Module — automate event-triggered archival using REST API calls.

3.12 OpenText Content Suite
• Feature/Setting: Retention Schedule API — automate attaching retention classes and initiate archives.

3.13 Smartsheet
• Feature/Setting: Automated Workflows — automate archive by cell changes or date triggers, with HTTP requests.

3.14 NetDocuments
• Feature/Setting: Workspace Automation Rules — automate document retention and deletion rules to meet policies.

3.15 Egnyte
• Feature/Setting: File Lifecycle Management — automate scheduled archiving and automatable expiry of files via API.

3.16 Zoho WorkDrive
• Feature/Setting: Workflow Automation — automate retention tagging and file archival via Apps.

3.17 Nextcloud
• Feature/Setting: File Access Control & Retention App — automate rules for timed archiving and expiration.

3.18 Citrix ShareFile
• Feature/Setting: API Workflow Automation — automate document archival and auto-delete per compliance needs.

3.19 Iron Mountain Connect
• Feature/Setting: Retention Policy Manager — automate file transfer and scheduled retention policies.

3.20 RelativityOne
• Feature/Setting: Automated Legal Hold and Archive — API-driven archiving from compliance workflows.

3.21 OneDrive for Business
• Feature/Setting: Automated Retention Labels — use Graph API to automate tagging and auto-move files.

3.22 Confluence
• Feature/Setting: Space retention policies via REST API — automate cleanup of outdated compliance records.

3.23 SAP Document Management
• Feature/Setting: ArchiveLink — automate scheduled and event-based archiving of safety compliance docs.

Benefits

4.1. Automated document management ensures compliance with safety and public sector regulations.
4.2. Minimizes manual handling with automator workflows triggering archiving and retention tasks.
4.3. Automates audit trails, supporting faster, more accurate reporting.
4.4. Automatedly reduces risk of non-compliance by enforcing retention rules.
4.5. Automate rapid access to archived data, improving department efficiency.
4.6. Enables automating bulk archiving during emergency or disaster events.
4.7. Supports automatable integrations with other compliance/reporting tools.
4.8. Handles data lifecycle securely, with automation across multiple platforms and policies.