Automated document retention policy enforcement

Purpose

   1.1. Automate the identification, classification, storage, archiving, and deletion of documents per statutory and organizational retention requirements for Japanese prefecture offices.
   1.2. Automating enforcement of document lifecycle policies to ensure regulatory compliance, reduce manual errors, prevent unauthorized data retention, and efficiently handle audits or legal holds.
   1.3. Standardize automated tracking, retention, destruction, or archiving across ministries, managing retention policy automation workflows to minimize compliance risks.
   1.4. Facilitate automating exception handling and alerts for documents requiring extended or altered retention due to legal or administrative importance.

Trigger Conditions

   2.1. Automated detection of new document creation, upload, modification, or access in official records systems.
   2.2. Scheduled policy audits—automate daily, weekly, or monthly triggers scanning document repositories.
   2.3. Automated receipt of regulatory updates changing retention timelines.
   2.4. Automated legal hold requests or release events.
   2.5. Metadata threshold triggers (e.g., automated flag when retention period elapses).

Platform Variants

   3.1. Microsoft SharePoint
       • Feature/Setting: Retention Labels via Microsoft Graph API; configure automated policies on document libraries, sample endpoint: `/security/labels/retentionLabels`.
   3.2. Google Workspace (Drive)
       • Feature/Setting: Drive API automated retention via Apps Script; configure triggers with `DriveActivity` API, sample: `deleteAfterTime` property.
   3.3. Box
       • Feature/Setting: Retention Policies API; automate policy assignation, endpoint: `/retention_policies`.
   3.4. Dropbox Business
       • Feature/Setting: Team Events API to automate monitoring and retention process.
   3.5. AWS S3
       • Feature/Setting: S3 Lifecycle Rules automate transition and expiration, via `PutBucketLifecycleConfiguration`.
   3.6. Google Cloud Storage
       • Feature/Setting: Bucket Lifecycle Management automate object retention; `setIamPolicy` and `setLifecycle`.
   3.7. IBM FileNet Content Manager
       • Feature/Setting: Content Engine APIs for automated policy enforcement.
   3.8. Alfresco
       • Feature/Setting: Automated Records Management Module, `setRetentionRule` using REST API.
   3.9. OpenText Content Suite
       • Feature/Setting: Automated Records Disposition, `RM Policy` configuration via API.
   3.10. ServiceNow
        • Feature/Setting: Record Retention Workflow Automation, scripted triggers in Flow Designer.
   3.11. SAP Records Management
        • Feature/Setting: Automated Retention Schedules, function module: `SARA` (Archiving).
   3.12. Oracle Content Management
        • Feature/Setting: REST API automated retention using `/documents/retentions`.
   3.13. DocuWare
        • Feature/Setting: Workflow Designer, automation on retention events.
   3.14. Laserfiche
        • Feature/Setting: Workflow Rules automating retention and destruction, API trigger: `entries/remove`.
   3.15. M-Files
        • Feature/Setting: Metadata-based Automated Retention Policies, use Vault Application Framework automated triggers.
   3.16. iManage
        • Feature/Setting: Policy Manager REST automate assignment via `/v1/retentionpolicies`.
   3.17. NetDocuments
        • Feature/Setting: Automated Policy Enforcement via REST API, `ndRetentionPolicy`.
   3.18. Symantec Data Loss Prevention
        • Feature/Setting: Policy Transfers automate retention rule changes.
   3.19. Smarsh
        • Feature/Setting: Archiving Platform with automated retention settings, RESTful admin endpoint.
   3.20. ZL Technologies Unified Archive
        • Feature/Setting: Automated Retention Policy Engine, rule configuration via API.
   3.21. Iron Mountain (InSight)
        • Feature/Setting: Automated Policy Manager for retention, API trigger: `compliance/rules`.
   3.22. Hyland OnBase
        • Feature/Setting: Retention Automation, `DocumentType.LifecycleManagement` functions.

Benefits

   4.1. Automates compliance with legal mandates, minimizing penalties for over- or under-retention.
   4.2. Increases audit readiness by automating document lifecycle evidence and logs.
   4.3. Reduces administrative burden by automating routine retention and destruction tasks.
   4.4. Enhances data security by automatedly purging expired documents.
   4.5. Standardizes retention enforcement across all departments, automating policy application regardless of storage location.
   4.6. Automates notifications for exception handling, ensuring critical records are retained during ongoing investigations.
   4.7. Improves transparency via automated logs, supporting regulatory oversight and internal governance audits.
   4.8. Automates adaptability to new regulations with minimal manual reconfiguration.