Purpose
1. Automate the process of archiving patient and operational records to meet healthcare compliance, privacy, retention, and regulatory mandates (e.g., HIPAA, GDPR); ensure all medical and administrative files are securely and systematically stored, retrievable, and disposed of after legal hold expires; eliminate risks from human error, outdated manual processes, and accidental data leaks, especially in maternal and neonatal care contexts.
Trigger Conditions
1. New patient record created or modified event in EHR/EMR systems.
2. Discharge or transfer of maternity patient.
3. Completion of operational events, e.g., end-of-shift, monthly audits, or regulatory deadlines.
4. Expiry of retention period per compliance rules for maternity records.
5. Manual flag by compliance team.
Platform Variants
1. Microsoft SharePoint
• Feature/Setting: Automate archiving via Power Automate "Create file" to archive records in compliance folders.
2. Google Drive
• Feature/Setting: Drive API "Files: create" and "Files: update" to move records to locked, permissioned folder.
3. AWS S3
• Feature/Setting: S3 Object Lifecycle Policy for auto-archiving and deletion after regulatory hold ends.
4. Box
• Feature/Setting: Box API "Upload file" endpoint with retention policies for automated archiving.
5. Dropbox Business
• Feature/Setting: Automate workflows with the "Save file" API and folder permissions.
6. DocuSign
• Feature/Setting: eSignature Envelope Status trigger automates moving signed patient consent forms to archive.
7. Salesforce Health Cloud
• Feature/Setting: Process Builder or Flow automatedly triggers scheduled archival based on record types.
8. Epic Systems
• Feature/Setting: Interconnect API for automating offloading and archiving of discharge summaries.
9. Cerner
• Feature/Setting: FHIR API "DocumentReference" automates compliant export and archiving.
10. SAP SuccessFactors
• Feature/Setting: Integration Center automates archiving of HR-related operational records.
11. Oracle NetSuite
• Feature/Setting: SuiteScript scheduled automation to relocate operational files by retention status.
12. Slack
• Feature/Setting: Workflow Builder automates export of critical communications and files for archiving.
13. Zendesk
• Feature/Setting: Triggers automate export and archiving of incident reports or patient support tickets.
14. Google Workspace
• Feature/Setting: Vault automated archiving and retention rule configuration for Gmail/Drive.
15. IBM Cloud Object Storage
• Feature/Setting: Lifecycle rules automate data archiving and retention-compliant deletion.
16. ServiceNow
• Feature/Setting: Flow Designer automates archiving of incident/compliance records.
17. Monday.com
• Feature/Setting: Automation recipes move completed maternity workflow items to archive boards/folders.
18. Zoho Creator
• Feature/Setting: Deluge scripts automate moving old patient forms to secure archive.
19. Google Cloud Storage
• Feature/Setting: Autoclass and object lifecycle rules for automated maternity data retention enforcement.
20. Airtable
• Feature/Setting: Automation scripts move finalized records to an "Archive" base; controls access for compliance.
21. NetDocuments
• Feature/Setting: Automated disposition rules for healthcare folder archiving.
22. ElasticSearch
• Feature/Setting: ILM (Index Lifecycle Management) moves log and audit data into "archived" index after specified interval.
23. Trello
• Feature/Setting: Butler automation moves medical board cards/documents to locked archive list.
Benefits
1. Automating record archiving removes manual overhead, reducing compliance risk.
2. Automated audit trails; every archiving event logged for regulatory inspections.
3. Rapid retrieval of archived records automates litigation, audit, or patient care follow-ups.
4. Lower data breach risk; automator ensures access control and secure storage.
5. Automates retention rule enforcement for every patient type, especially maternity-related, system-wide.
Compliance & Documentation