Archiving closed case files automatically

**Purpose**

1.1. Automatically identify and archive closed adoption case files to ensure compliance, safeguard privacy, streamline audits, optimize storage, enable rapid retrieval, and maintain documentation integrity in regulatory environments specific to adoption services.
1.2. Reduce manual intervention and human error, enforce retention policies, and automate notifications and record updates for all stakeholders.

**Trigger Conditions**

2.1. Case management system flags a case as “closed” or “completed.”
2.2. Lapse of a defined period post-closure for review (e.g., 14 days).
2.3. Compliance audit requirement, or scheduled routine archival (e.g., end of quarter/month/year).
2.4. Staff triggers or approval notes marked in the document repository.

**Platform Variants**

3.1. **Salesforce**
- API/Function: Use "Process Builder" or "Flow"; configure record-triggered flows on Case object with action “ArchiveFile” and integrate with ContentDocumentLink.

3.2. **Microsoft SharePoint**
- API/Function: Configure Power Automate—“When an item is modified” → “Move file” to ‘Archived Cases’ folder.

3.3. **Google Drive (via Google Apps Script API)**
- API/Function: On file metadata update (Closure tag), auto “Drive.Files.update” to move to archive directory.

3.4. **Dropbox Business**
- API/Function: Use “/files/move_v2” endpoint to rehome folders/documents to a designated archive path.

3.5. **DocuSign CLM**
- API/Function: Workflow configuration for automatic folder transfer upon agreement status “Closed.”

3.6. **Box**
- API/Function: “Move Folder or File” via “box.com API” when a Salesforce trigger webhook is sent.

3.7. **Amazon S3**
- API/Function: Lifecycle policy configured to transfer objects tagged as closed to ‘archived’ storage class.

3.8. **NetDocuments**
- API/Function: Configure “Workspace Automation” to implement rules moving closed case files to Archive Cabinet.

3.9. **M-Files**
- API/Function: Workflow automation; state transition triggers “Move to Archive Vault.”

3.10. **OnBase by Hyland**
- API/Function: Application Enabler; workflow designer to schedule “Archive Document” on status change.

3.11. **Alfresco ECM**
- API/Function: Rule “on metadata update” to execute “Move to archive space.”

3.12. **Everlaw**
- API/Function: Closing a matter triggers “Archive Project” function via admin dashboard automation.

3.13. **OneDrive for Business**
- API/Function: Use Power Automate—detect folder update, perform “Move file” action to archive library.

3.14. **iManage Work**
- API/Function: Custom workflow; when case ends, automate “Move Workspace” to Archive folder.

3.15. **Zoho WorkDrive**
- API/Function: “Case closed” webhook moves files to “Archive” Team Folder via API.

3.16. **Egnyte**
- API/Function: Use “Automate File Transfer Policy” to relocate files matching closure flag.

3.17. **Citrix ShareFile**
- API/Function: “Folder Action Automation” moves closed cases to long-term retention.

3.18. **Legal Files**
- API/Function: Workflow rules set “ArchiveRecord” for closed cases; auto “File Move.”

3.19. **Filevine**
- API/Function: Use “Automation Engine” to execute project archive once Final Status is reached.

3.20. **Clio Manage**
- API/Function: Task-based workflow; upon matter closure, action “Archive Files.”

**Benefits**

4.1. Compliance with adoption and privacy regulations is enforced reliably.
4.2. Minimizes manual errors; reduces staff workload for routine records management.
4.3. Optimizes system performance and lowers storage costs by keeping active repositories lean.
4.4. Enables rapid retrieval of archived files for audits, legal requests, or family inquiries.
4.5. Ensures uniformity in document retention, classification, and disposal processes.
4.6. Clear audit trails and automated logs for all transfer and access actions.