Secure document archival and retrieval

Purpose

1. To automate the entire lifecycle of securing, archiving, indexing, storing, and retrieving sensitive documents in compliance with military and legal standards for Army barracks.

2. Delivers automated document retention, role-based access, version control, real-time searchability, audit trails, alerting for expiring documents, and disaster recovery planning.

3. Ensures automated integrity checks, automates permissions management, automates backup routines, and automatedly logs all retrieval actions for compliance reporting.

Trigger Conditions

1. New document uploaded to designated storage or DMS folder.

2. Modification, deletion, or access event triggered on any compliance-tagged file.

3. Scheduled compliance review interval (e.g., quarterly/annually) initiated.

4. External audit request or legal hold notice received.

5. Predefined time-based retention policy triggers archival action.

Platform Variants

1 Microsoft SharePoint

• Feature: Automate Document Library versioning; API: /_api/web/lists for automated metadata tagging
  

2 AWS S3

• Feature: Automate S3 Object Lock for compliance retention; API: PutObjectRetention
  

3 Box

• Feature: Automate retention policy; API: Retention Policy Endpoints
  

4 Google Drive (Workspace)

• Feature: Automate File Access Audits; API: Drive Activity API
  

5 DocuSign

• Feature: Automate completed document transfer to archive; API: Envelopes: ListStatusChanges
  

6 Dropbox Business

• Feature: Automate file event webhooks; API: /files/list_folder
  

7 OneDrive for Business

• Feature: Automate document monitoring for compliance folders; API: /drive/root:/compliance:/children
  

8 IBM FileNet

• Feature: Automate Content Event Detection; Content Engine Event Action API
  

9 M-Files

• Feature: Automate Compliance Metadata Fields; M-Files REST API: /objects
  

10 Egnyte

• Feature: Automate automated retention policies; Egnyte Public API: /fileops/policy
  

11 Laserfiche

• Feature: Automate workflow for document archival; Laserfiche Workflow Service API
  

12 Alfresco ECM

• Feature: Automate smart folder rules; Alfresco REST API: /nodes/{nodeId}/rules
  

13 Oracle WebCenter Content

• Feature: Automate retention category assignment; RIDC API: documentService
  

14 OpenText Content Suite

• Feature: Automate RM policy trigger; REST API: /RM/DispositionActions
  

15 Zoho WorkDrive

• Feature: Automate file lifecycle rules; API: Activity Logs
  

16 Smartsheet

• Feature: Automate row/file attachments archiving; API: Attachments Endpoints
  

17 SAP Document Management

• Feature: Automate workflow triggers for secure archival; SAP DMS OData Service
  

18 ServiceNow

• Feature: Automate digital record retention workflows; ServiceNow Table API
  

19 NetDocuments

• Feature: Automate legal hold and retention rules; NetDocuments API: ndRetention
  

20 Citrix ShareFile

• Feature: Automate folder access and expiration; ShareFile API: Audit Log Endpoints
  

Benefits

1. Automates compliance with military and legislative document retention and destruction policies.

2. Mitigates risk of data leaks with automated access control and audit logging.

3. Streamlines document search and retrieval via automation and advanced metadata indexing.

4. Enables automated backup and disaster recovery for mission-critical Army barracks documentation.

5. Reduces administrative burden using automated workflows, alerts, and scheduled archival, supporting scalable defense document and compliance management.