Automated provenance documentation updates

Purpose

1.1. Automate the real-time documentation of provenance (origin, amendments, ownership, and transfer records) for army museum collections and exhibits.
1.2. Automates compliance with military heritage regulations by ensuring every artifact action is documented.
1.3. Maintains a changelog by automating event-driven record amendments, digital chain of custody, and access logs for audit trails.
1.4. Enables automated bulk updates and notifications to curators upon any provenance record modification or relevant acquisition/disposal event.
1.5. Automates the synchronization between internal databases, digital asset management systems, and external central registries for military collections.

Trigger Conditions

2.1. Automated trigger on artifact accession, deaccession, or loan status change.
2.2. Automates when any digital or physical artifact record is updated, appended, or corrected.
2.3. Triggered by new supporting documents, image uploads, or annotation to provenance records.
2.4. Scheduled automation for periodic data integrity audits or compliance reviews.
2.5. Automation initiated via curator request, external registrar push, or system-level changes.

Platform Variants (each supports automated provenance documentation updates)

3.1. Salesforce
• Feature/Setting: Flow or Apex Trigger — Automate updates of provenance fields on custom objects; auto-notify team via Chatter.
3.2. Microsoft Power Automate (formerly Flow)
• Feature/Setting: Automated Workflow — Configure “When an item is modified” for SharePoint artifact list; update provenance log and send approval request.
3.3. Zapier
• Feature/Setting: Zap — Automate artifact data change in Airtable, push update to Google Sheets and Slack notification.
3.4. ServiceNow
• Feature/Setting: Flow Designer — Automate on record update in Collections table; auto-log action and route escalation if incomplete.
3.5. Monday.com
• Feature/Setting: Automations — When status changes in Exhibit Item board, create provenance log entry and automatedly alert registrar.
3.6. Smartsheet
• Feature/Setting: Automated Workflow — On cell change in ‘Provenance’ column, trigger automated email and update log sheet.
3.7. HubSpot
• Feature/Setting: Custom Workflow — Automate action-triggered update of custom provenance property, notify stakeholders.
3.8. Notion
• Feature/Setting: Linked Database Automation — When record’s provenance field changes, automate page append and version-history backup.
3.9. Jotform
• Feature/Setting: Approval Flow — Automated log creation on form submit for artifact updates; auto-track edits in audit trail.
3.10. Google Apps Script
• Feature/Setting: Trigger-driven Script — On edit in Google Sheet, script auto-updates provenance database and timestamps.
3.11. Trello
• Feature/Setting: Butler Automation — Automate card movement or checklist update as a provenance action, log to external Google Sheet.
3.12. Airtable
• Feature/Setting: Automation — Automates record modification in Exhibit table, triggers webhook for provenance JSON update.
3.13. DocuSign
• Feature/Setting: Connect API — Automatedly trigger provenance document update and route for digital signature when ownership changes.
3.14. AWS Lambda
• Feature/Setting: Event-Triggered Function — Serverless automator updates provenance data on S3 event or API call from museum DB.
3.15. SharePoint
• Feature/Setting: List Automation — When item modified, start automated approval and update provenance metadata.
3.16. Odoo
• Feature/Setting: Automated Action — On object write for exhibit, auto-create provenance log and email compliance team.
3.17. Confluence
• Feature/Setting: Page Automation — Automate updating append-only provenance logs via API, trigger Slack alert.
3.18. Asana
• Feature/Setting: Rules — On task completion for an exhibit review, automate creation of provenance note in custom field.
3.19. Alfresco
• Feature/Setting: Automated Workflow — Detect document update and automate provenance chain of custody update.
3.20. FileMaker
• Feature/Setting: Script Trigger — On record commit, automatedly append to provenance table with timestamp and editor.

Benefits

4.1. Automates burden away from staff, enabling focus on curation over paperwork.
4.2. Provides immutable, automated provenance logs for military history traceability and compliance.
4.3. Increases speed and reduces human error by automating record-keeping.
4.4. Enhances cross-team collaboration and audit-readiness with visible, automated evidence trails.
4.5. Delivers scalable, automatable solution for large, growing collections with minimal manual intervention.