Digital Document and Workflow ManagementPurpose
1.2. Ensures economic development agencies automate removal of specific classes of digital documents once retention periods expire or legal obligations change.
1.3. Automating this process reduces risk, saves storage costs, enforces data minimization, and supports automated workflow audits and recordkeeping policies.
Trigger Conditions
2.2. Automator detects status change to “obsolete” or “redundant” via workflow update.
2.3. Automated receipt of compliance signal or legal authorization flag.
2.4. Scheduled batch runs on predefined intervals (e.g., monthly, quarterly).
2.5. Trigger on user or department tagging of records for automated destruction.
Platform Variants
• Feature/Setting: Recurrence trigger, “Delete item” action in SharePoint or Dataverse, automate via scheduled flow.
3.2. Google Cloud Functions
• Feature/Setting: HTTP-triggered function using Cloud Scheduler and Storage API for automated deletion.
3.3. AWS Lambda
• Feature/Setting: Automate with EventBridge rule on schedule, uses S3 API “deleteObject” for record destruction.
3.4. Dropbox Business API
• Feature/Setting: Automator schedules “files/delete_v2” endpoint to purge obsolete folders.
3.5. Box Platform
• Feature/Setting: Set up Retention Policy Services and trigger “Delete File/Folder” automation via API.
3.6. Google Apps Script
• Feature/Setting: Time-based triggers with DriveApp “removeFile” or “moveToTrash” function automate record destruction.
3.7. Zapier
• Feature/Setting: Schedule automation using Zapier Scheduler—automate with Box, Google Drive, or SharePoint “Delete File” action.
3.8. DocuWare
• Feature/Setting: Workflow Designer automates destruction via expiration date with “Delete document” action.
3.9. Laserfiche
• Feature/Setting: Automate “Records Management” rules to trigger record cutoff and destruction.
3.10. IBM FileNet
• Feature/Setting: Configure automated disposal rules using Retention and Disposition policies.
3.11. Alfresco
• Feature/Setting: Automated Records Management Disposition Schedules—“delete node” action.
3.12. OpenText Content Suite
• Feature/Setting: Scheduled disposition actions in Records Management.
3.13. M-Files
• Feature/Setting: Automate “Automatic Deletion” rule on expired metadata.
3.14. Egnyte
• Feature/Setting: Dominate with Egnyte Protect—Retention policy automates secure record destruction.
3.15. Smartsheet
• Feature/Setting: Scheduled automation with Bridge—“Delete Row/Attachment” action for obsolete documentation.
3.16. ServiceNow
• Feature/Setting: Automated Flow Designer—schedule “Delete Record” action for records lifecycle automation.
3.17. Nintex Workflow Cloud
• Feature/Setting: Scheduled start event and “Delete item/record” action automates process.
3.18. AirSlate
• Feature/Setting: Schedule automation, configure “Delete Document” bot for end-of-life record management.
3.19. Redtail CRM
• Feature/Setting: Automate old record deletion via workflow rule settings for compliance.
3.20. Kofax TotalAgility
• Feature/Setting: Automatic scheduled workflows for document destruction based on data attributes.
Benefits
4.2. Automates reduction in storage and IT overhead by systematically removing obsolete digital files.
4.3. Automates audit trails and destruction logs for future business process verification.
4.4. Enhances data security via automated, policy-driven deletion workflows.
4.5. Minimizes risks of unauthorized disclosure or leakage of outdated sensitive data through automation.
4.6. Streamlines workflow management by reducing manual review, accelerating automated agency operations.