Document & Information ManagementPurpose
1.2. Automates classification, indexing, retention enforcement, encryption, and transfer of files to secure, compliant storage locations.
1.3. Ensures regular, automated archiving of emails, contracts, invoices, project files, and sensitive data, thereby reducing manual workload and risk of information loss.
Trigger Conditions
2.2. File age and inactivity (e.g., automate archiving if not accessed for 90 days).
2.3. Document completion status, approvals, or workflow transitions.
2.4. Storage usage thresholds or policy-based triggers.
Platform Variants
• Feature/Setting: Scheduled cloud flow with “When a file is created or modified” trigger; use “Move file” or “Archive file” actions.
3.2. Google Workspace (Apps Script)
• Feature/Setting: Time-driven triggers in Apps Script to automate archival of Google Drive files; use DriveApp methods.
3.3. Zapier
• Feature/Setting: Scheduler app + Google Drive or Dropbox action; use “Move File” or “Copy File” actions for automated archiving.
3.4. AWS Lambda + S3
• Feature/Setting: Scheduled event source to automate file lifecycle rules via S3 API; automated transition to Glacier.
3.5. Azure Logic Apps
• Feature/Setting: Recurrence trigger, then “Copy blob” or “Move blob” actions within Azure Blob Storage.
3.6. Box
• Feature/Setting: Shared Link Expiration automation + Move File API to automate archival folder management.
3.7. Dropbox
• Feature/Setting: Scheduled actions via Dropbox Business API; “/files/move_v2” endpoint automates moving files to archive folder.
3.8. Egnyte
• Feature/Setting: Workflow Automator; “Archive” action for automated policy-based file movement.
3.9. SharePoint Online
• Feature/Setting: Power Automate scheduled flow to automate move-to-archive library task.
3.10. M-Files
• Feature/Setting: Automatic Archival Rules; set up triggers on metadata to automate transition to archive state.
3.11. DocuWare
• Feature/Setting: Workflow Designer; use “Archive” activity to automate document storage by schedule.
3.12. Laserfiche
• Feature/Setting: Workflow Scheduler and “Move Entry” activity to automate archiving.
3.13. OpenText Content Suite
• Feature/Setting: Records Management rules automate archival based on retention schedule.
3.14. Alfresco
• Feature/Setting: Scheduled jobs and action rules using Java API to automate file archiving.
3.15. IBM FileNet
• Feature/Setting: Lifecycle Policies automate transition to Archive storage area.
3.16. NetDocuments
• Feature/Setting: Workspace Automation policies to automate periodic document archiving.
3.17. Nextcloud
• Feature/Setting: Workflow automation app; “Move file” function triggered by time or tags.
3.18. FileCloud
• Feature/Setting: Scheduled tasks for automating file archiving with retention policies.
3.19. Smartsheet
• Feature/Setting: Automated workflows; “Move row/attachments to another sheet/folder” as archiving trigger.
3.20. Monday.com
• Feature/Setting: File Automations; set up time-based automator to archive documents/updates.
3.21. Citrix ShareFile
• Feature/Setting: Folder Automation; “Automated File Expiry” and “Automated Archiving” settings for file lifecycle.
3.22. SAP Document Management System
• Feature/Setting: Automated document routing for archiving using DMS workflows and archiving transactions.
3.23. Salesforce
• Feature/Setting: Scheduled Flow in Salesforce Flow Builder to automatically change documents’ folder or status for archiving.
Benefits
4.2. Automates compliance with regulatory data retention and defensible deletion.
4.3. Automator reduces time spent searching for files and preserves information integrity.
4.4. Automation processes optimize storage costs by moving inactive files to cheaper, long-term storage.
4.5. Automatable policies guarantee ongoing, repeatable archival actions with customizable schedules.
4.6. Automatedly strengthening data security and access control for archived information.
4.7. Automating enables instant responsiveness to audits and legal holds.
4.8. Workflow automator ensures scalability as document volumes increase.