Automated document archiving for compliance

Purpose

1.1. Automate secure, rule-based digital storage of transactional, financial, and regulatory documents for automotive electrical part wholesalers, ensuring rapid retrieval, version control, audit trails, and compliance with industry and governmental mandates for document retention and audit-readiness.
1.2. Centralize archiving for invoices, shipping logs, regulatory certificates, and other compliance-critical files, minimizing manual file management risks and supporting periodic reporting or audits.

Trigger Conditions

2.1. New document upload to ERP, CRM, or financial systems (manual or system-generated).
2.2. Document status change to "Finalized," "Paid," or "Approved."
2.3. Scheduled batch archive (e.g., nightly archive of that day’s documents).
2.4. External request (API/webhook) from compliance or audit tools.
2.5. Expiry of documents in temporary folders or according to compliance rules.

Platform Variants

3.1. Microsoft SharePoint
• Feature/Setting: "Document Library - Automated File Upload via REST API"; configure document library URL, metadata mapping, and authentication via Azure AD credentials.
3.2. Google Drive
• Feature/Setting: "Drive API - Files: insert"; set folder ID, file metadata tags, and OAuth2 credential scope with compliance sub-folders.
3.3. Dropbox
• Feature/Setting: "Files Upload endpoint"; specify target path, access token, enable content hash verification for audit.
3.4. Box
• Feature/Setting: "Upload File API (v2)"; define parent folder, upload policy, assign retention tags, configure API key.
3.5. Egnyte
• Feature/Setting: "Egnyte Public API – Upload File"; set namespace, compliance folder, destination, and retention parameters.
3.6. AWS S3
• Feature/Setting: "PutObject API"; configure bucket name, compliance/financial prefix, versioning, and encryption (SSE-S3 or KMS).
3.7. Azure Blob Storage
• Feature/Setting: "Blob Upload API/SDK"; set container, compliance/taxonomy, access tier (archive), and lifecycle policy.
3.8. Google Cloud Storage
• Feature/Setting: "Objects: insert"; specify bucket, folder structure (e.g., /Year/Quarter/Type), IAM role enforcement.
3.9. SAP Document Management
• Feature/Setting: "Content Repository API"; map document type, set compliance flag, link to SAP transaction and workflow.
3.10. NetSuite File Cabinet
• Feature/Setting: "REST File Services"; direct upload, scripted categorization, and access permissions for auditors.
3.11. Oracle Content & Experience Cloud
• Feature/Setting: "Documents REST API – upload"; folder path, security policy, compliance label.
3.12. M-Files
• Feature/Setting: "M-Files Web Service – Create Document"; automate assignment to class "Compliance Archive" with metadata injection.
3.13. OpenText Content Server
• Feature/Setting: "REST API – Nodes (create/document)"; parent node ID, data mapping, legal hold flag.
3.14. DocuWare
• Feature/Setting: "File Cabinet REST API"; set tray, apply indexing schema for compliance, configure access control list.
3.15. Laserfiche
• Feature/Setting: "Repository Service – ImportDocument"; destination path, document type, retention policy.
3.16. Alfresco
• Feature/Setting: "Upload API"; node ref for compliance area, aspect tagging for audit, scheduled ingestion.
3.17. IBM FileNet
• Feature/Setting: "Content Engine API – createDocument"; document class, security authorization, retention schedule.
3.18. OneDrive for Business
• Feature/Setting: "Microsoft Graph API – uploadSpecial"; define compliance folder, set metadata, permissions for finance/compliance roles.
3.19. Zoho WorkDrive
• Feature/Setting: "Files API – upload"; specify sub-folder, automated tagging, enable compliance lock.
3.20. Smartsheet
• Feature/Setting: "Attachments API"; attach documents to row/record for financial and compliance tracking, automate approval logs.
3.21. Jira Service Management
• Feature/Setting: "Attachments (REST)"; assign to compliance issues/tickets, set automation rule for archiving status.

Benefits

4.1. Reduces manual errors, standardizes document retention, and supports fast audit response.
4.2. Ensures compliance with legal policies such as SOX, GDPR, ISO, and regional automotive regulations.
4.3. Supports multi-platform archival in hybrid-cloud or cloud-only environments.
4.4. Simplifies complex workflows and drives down operational risks and process bottlenecks.
4.5. Provides auditability through detailed activity logs, custom metadata, and retention tracing.
4.6. Frees staff time from routine compliance activities to focus on value-generating work.