Automated document backup and archiving

Purpose

1.1. Preserve critical patient, treatment, and operational documents in a secure, centralized location.
1.2. Comply with legal retention requirements for patient records across modalities.
1.3. Enable version-controlled history for audits and practitioner reviews.
1.4. Reduce manual handling errors and ensure disaster recovery readiness.
1.5. Support regulatory (HIPAA, GDPR) compliance for sensitive health data.
1.6. Fully automate and timestamp record archiving, reducing administrative workloads.

Trigger Conditions

2.1. Document upload, creation, or update in EHR or practice management software.
2.2. Scheduled intervals (e.g., nightly, weekly).
2.3. Workflow events (e.g., session completion, invoice generation).
2.4. User-initiated "archive now" commands.
2.5. Thresholds like document age or size limit.

Platform Variants

3.1. Google Drive
• API/Function: Files.create, Files.update — Automate file upload and structured folder assignment based on patient/session metadata.
3.2. Dropbox
• API/Function: /files/upload — Sync finalized documents to defined archive folders upon EHR document update.
3.3. Microsoft OneDrive
• API/Function: driveItem-createUploadSession — Archive each practitioner's daily session notes to specified shared folders.
3.4. Box
• API/Function: UploadFile, CreateFolder — Hierarchical archiving with lock, tag, and retention policy features.
3.5. Amazon S3
• API/Function: PutObject — Trigger encrypted, timestamped uploads; configure storage-class transition rules for archiving.
3.6. AWS Glacier
• API/Function: ArchiveTransfer — Migrate documents older than X years from S3 to long-term archiving.
3.7. Azure Blob Storage
• API/Function: Put Blob — Schedule auto-archive from cloud EHR to patient-specific containers.
3.8. SharePoint
• API/Function: Files.Add — Archive intake, consent, and treatment forms categorized by modality/tag.
3.9. Egnyte
• API/Function: Upload File — Syncs EMR exports directly into secure, indexed folders.
3.10. Backblaze B2
• API/Function: b2_upload_file — Batch archives PDF exports, organized by practitioner.
3.11. Zoho WorkDrive
• API/Function: Upload Files — Automate backup of signed client waivers upon creation.
3.12. Nextcloud
• API/Function: file upload endpoint — Instantly mirror EHR-generated records to encrypted team spaces.
3.13. pCloud
• API/Function: Uploadfile — Schedule weekly practice-wide doc exports to HIPAA-compliant folders.
3.14. Wasabi
• API/Function: PutObject — Configure lifecycle policies for periodic archiving of reports.
3.15. iDrive
• API/Function: Cloud Backup — Run nightly automated folder synchronizations of session logs.
3.16. Tresorit
• API/Function: File Upload — Enable encrypted auto-backup for practitioner-specific folders.
3.17. Citrix ShareFile
• API/Function: FileUpload — Automate backup of completed insurance and billing paperwork.
3.18. Mega
• API/Function: Put file — Mirror digital consent forms into secure, access-controlled archives.
3.19. Sync.com
• API/Function: Upload — Customize client record archival on update/close triggers.
3.20. Filebase (Sia/IPFS)
• API/Function: PutObject — Immutable archiving for compliance-bound documents.
3.21. Egnyte Automation
• API/Function: Automated file policy — Enforce folder structure and retention at archive time.
3.22. M-Files
• API/Function: Vault Backup API — Schedule metadata-driven backup routines for practitioner data.
3.23. Arcserve Cloud
• API/Function: Backup Task Scheduler — Schedule daily document dumps from EHR into live archive.

Benefits

4.1. Reduces the risk of data loss or incomplete patient records.
4.2. Enhances staff efficiency by minimizing repetitive manual archiving.
4.3. Increases data security via encrypted, access-controlled storage.
4.4. Improves regulatory compliance and audit preparedness.
4.5. Enables instant retrieval for legal or clinical needs.
4.6. Facilitates scalable, modality-specific document management.