Secure digital storage of client documents

Purpose

1.1. Ensure secure, centralized digital storage for client documents, including care plans, medical histories, compliance records, and incident logs, to streamline regulatory audit readiness, document retrieval, data integrity, and authorized access control within adult foster care operations.
1.2. Facilitate automatic categorization, encryption, and backup, while meeting HIPAA, state, and industry-specific compliance requirements for data retention, privacy, and access logging.

Trigger Conditions

2.1. On client admission or intake form submission.
2.2. Upon digital upload (scan/email) of new documents from field staff or case managers.
2.3. On periodic compliance review or document expiration detected.
2.4. Manual trigger by staff for archiving legacy paper documents.
2.5. At regular backup or sync intervals, scheduled (e.g., daily at midnight).

Platform Variants

3.1. Google Drive
• Feature/Setting: Google Drive API, configure `files.create` and set granular sharing permissions for folders by staff roles.
3.2. Dropbox Business
• Feature/Setting: Dropbox API `/files/upload` with `team_member_file_access`, enforce two-factor authentication via Admin Console.
3.3. Microsoft OneDrive for Business
• Feature/Setting: OneDrive API `/drive/root:/Documents:/children`, configure Secure Link sharing and compliance retention tags.
3.4. Box
• Feature/Setting: Box Content API, automate file uploads to compliance-designated folders, set classification labels.
3.5. Egnyte
• Feature/Setting: Egnyte API, automate Smart Folder creation and granular permission sets for care teams.
3.6. Amazon S3
• Feature/Setting: Use `PutObject` API with bucket encryption (AES-256, SSE-S3), configure access policies for staff roles.
3.7. Citrix ShareFile
• Feature/Setting: ShareFile API, configure secure folder upload requests, enable audit trail per user.
3.8. Tresorit
• Feature/Setting: Secure upload links with Tresorit API, enable end-to-end encryption and access tokens.
3.9. pCloud Business
• Feature/Setting: pCloud API, configure encrypted shared folders, enable file activity log.
3.10. M-Files
• Feature/Setting: M-Files REST API, automate metadata tagging and set user or group access permissions.
3.11. Zoho WorkDrive
• Feature/Setting: Zoho WorkDrive API, implement Team Folders, apply document approval workflows.
3.12. Nextcloud
• Feature/Setting: WebDAV API integration, set up group folders with client ID naming conventions.
3.13. SharePoint Online
• Feature/Setting: Graph API `/sites/{site-id}/drive/items`, apply Information Management Policies for retention.
3.14. OpenText Content Suite
• Feature/Setting: xECM REST API, automate structured folder creation, apply Legal Hold.
3.15. NetDocuments
• Feature/Setting: REST API for workspace automation, configure permission inheritance and audit.
3.16. Adobe Document Cloud
• Feature/Setting: API file storage, configure vault encryption and sharing with expiration dates.
3.17. DocuWare
• Feature/Setting: REST API, index imported files by client metadata, enforce access permission levels.
3.18. Perceptive Content (Hyland)
• Feature/Setting: Web Services upload, automate document type classification.
3.19. Citrix Content Collaboration
• Feature/Setting: File Management API, require login for every file access, generate audit logs.
3.20. Sync.com
• Feature/Setting: Sync API, upload with end-to-end encryption, set user permission linkage to HR system.
3.21. Iron Mountain Connect
• Feature/Setting: Connect API, enforce upload of scanned paper files to pre-defined client digital folders.
3.22. SpiderOak
• Feature/Setting: Command-line API, automate zero-knowledge upload for document archival.
3.23. Onehub
• Feature/Setting: REST API for virtual data rooms, assign folder access by care team or administrator roles.
3.24. IBM FileNet
• Feature/Setting: Configure Content API, enable record classification and legal compliance tags.

Benefits

4.1. Accelerates compliance readiness for audits and inspections.
4.2. Reduces risk of data loss through automated backup routines.
4.3. Ensures sensitive client information is encrypted and access controlled.
4.4. Supports secure remote and multi-staff access to documentation.
4.5. Enhances document lifecycle management through retention and archival automation.
4.6. Streamlines document retrieval, reducing staff time on admin searches.
4.7. Satisfies HIPAA, state, and client privacy mandates for digital documentation.
4.8. Enables full document audit trails to detect unauthorized access or changes.
4.9. Seamless integration with care team workflows and other business processes.
4.10. Scalable storage aligned with organizational growth and regulatory demands.