Automated document version control and archiving

Purpose

1.1. Automate document version control and archiving processes to ensure all submitted, updated, or signed documents within police evidence workflows are accurately tracked, versioned, and securely stored for future audits, compliance, and traceability.
1.2. Facilitate automated tracking of document changes—including author, date, and modifications—automatically managing archiving of previous versions to prevent data loss and maintain an authoritative record.
1.3. Enable law enforcement to automate the preservation and recovery of chain-of-custody documents, standard operating procedures, evidence logs, and investigative reports efficiently.

Trigger Conditions

2.1. New document upload or creation within a designated folder or case file.
2.2. Any document edit or revision detected by monitoring system hooks or APIs.
2.3. User action, e.g., digital evidence submission, signed affidavits, or approved case updates.
2.4. Scheduled time-based triggers for periodic batch archiving of active content.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: Versioning Settings API – Configure automatic version control; e.g., PATCH /_api/web/lists/getbytitle('Documents')/EnableVersioning:true
3.2. Google Drive
• Feature/Setting: Revisions API – Enable automated revision uploads and history preservation; e.g., POST /drive/v3/files/{fileId}/revisions
3.3. Box
• Feature/Setting: Save Version API – Auto-versioning on file upload; e.g., POST /files/content with parent_id
3.4. Dropbox
• Feature/Setting: file_requests/create – Automate capturing new evidence submissions; versions auto-managed
3.5. Alfresco
• Feature/Setting: VersionService – Automate new version creation on file update
3.6. M-Files
• Feature/Setting: Automated Version Control; enable “Automatic Versioning” under Workflow Event Handlers
3.7. DocuSign
• Feature/Setting: Envelopes: create; audit/snapshot final signed copy as a new archived version
3.8. OneDrive for Business
• Feature/Setting: Version History – Automate auto-saving on each upload/change via Graph API
3.9. Laserfiche
• Feature/Setting: Workflow Version Control Service – Set custom triggers on document edits
3.10. OpenText Content Suite
• Feature/Setting: Automated versioning via Content Server REST API
3.11. IBM FileNet
• Feature/Setting: EntryTemplate.VersionControl – Enable automated version steps
3.12. SAP Document Management
• Feature/Setting: Auto Versioning Service in DMS API
3.13. Egnyte
• Feature/Setting: File Version History – Enable via API for automated archiving on overwrite
3.14. Citrix ShareFile
• Feature/Setting: Automated versioned uploads with CreateFile API endpoint
3.15. NetDocuments
• Feature/Setting: Versions – Activate “Automated Version Creation” via Admin Panel
3.16. ShareVault
• Feature/Setting: Enable Automated Version Tracking in Workspace Settings
3.17. Zoho WorkDrive
• Feature/Setting: File versioning and file activity; automate archiving flows via WorkDrive APIs
3.18. Everteam
• Feature/Setting: Document Lifecycle Automation via REST API
3.19. Rubrik
• Feature/Setting: Automated retention policies – auto-archive files based on triggers
3.20. FileCloud
• Feature/Setting: Auto Versioning – configure via Admin settings or API
3.21. Smartsheet
• Feature/Setting: Automated version history upon attachment edits using Sheet API
3.22. Nextcloud
• Feature/Setting: Automated file versioning under Data Retention settings
3.23. Oracle Content and Experience Cloud
• Feature/Setting: Automated version tracks on file actions using RESTful Content API
3.24. Confluence
• Feature/Setting: Page History API – automates document version archiving on page updates

Benefits

4.1. Automates compliance and audit processes, reducing manual workload for police clerks and investigators.
4.2. Enables automated, tamper-evident document and evidence management in law enforcement scenarios.
4.3. Guarantees traceability and instant retrieval of any archived version during investigations or legal reviews.
4.4. Eliminates risks related to overwritten or lost evidence by automatedly archiving all document states.
4.5. Automates documentation workflows, supporting secure sharing with courts, oversight, or other government agencies.
4.6. Enhances data security and retention, meeting regulatory standards via automated version-controlled archiving.
4.7. Reduces operational friction, enabling faster, automated onboarding of new documentation or case evidence.