Purpose
1. Centralize, automate, and streamline the archiving of all faculty, staff, and student compliance training records across the Faculty of Media & Information Science.
2. Ensure automated, secure, and compliant storage with audit trails for accreditation, regulatory checks, and policy enforcement.
3. Facilitate retrieving, updating, and reporting on compliance status with minimal manual intervention via automation solutions.
4. Provide automated reminders and data syncing between learning management systems, HR, and document storage.
Trigger Conditions
1. New compliance training record completed in LMS.
2. Update or change to an existing compliance record.
3. Scheduled time-based archive for all recent training completions.
4. Manual trigger from administrators to re-synchronize files for corrective archiving via workflow automation.
Platform Variants
1. Microsoft SharePoint
• Feature: Document Library API — automate file upload and metadata tagging via REST endpoints.
2. Google Drive
• Feature: Files.create API — automatedly save training records in structured team folders.
3. Dropbox
• Feature: File Requests & /files/upload API — automate user uploads and achieve archiving compliance.
4. Box
• Feature: Content Upload API — automate the storage and classification using folders per compliance type.
5. OneDrive for Business
• Feature: /me/drive/root/children endpoint — automate saving new or updated records into compliance libraries.
6. AWS S3
• Feature: PutObject API — automate compliance PDFs storage and versioning with lifecycle policies.
7. Google Cloud Storage
• Feature: objects.insert — automated archiving into protected, access-controlled buckets.
8. Moodle LMS
• Feature: Webhooks/REST API — automate record extraction upon training completion events.
9. Canvas LMS
• Feature: Completion API — automate integration for real-time record syncing.
10. SAP SuccessFactors
• Feature: Learning API — automate retrieving training compliance for archiving.
11. Oracle HCM Cloud
• Feature: REST/SOAP Learning Records — automate pulling and archiving compliance data.
12. Workday
• Feature: Learning Records REST API — automate download and transfer to archive store.
13. Adobe Sign
• Feature: Agreements API — automate archiving digitally signed compliance acknowledgments.
14. DocuSign
• Feature: Envelopes: List Documents — automate fetching and archiving signed compliance forms.
15. Slack
• Feature: Events API — automate capturing compliance announcement acknowledgments via workflow automator.
16. ServiceNow
• Feature: Record Producer — automate creation and management of compliance archive tickets.
17. Jira
• Feature: Issue Webhooks — automate creation of issues to flag or review missing compliance records.
18. Asana
• Feature: Project sync — automate task creation and tracking for compliance training and archiving.
19. Trello
• Feature: Cards API — automate workflow to assign and track compliance archiving tasks.
20. Power Automate
• Feature: Automate flows to trigger document moves and compliance record validation.
Benefits
1. Automates manual archiving, minimizing errors and saving administrative time.
2. Automation ensures compliance with internal and external audit requirements.
3. Automator workflows provide instant access and search, reducing retrieval delays.
4. Automating reminders and record sync ensures timely action and reduces compliance risk.
5. Scalability: Automated solutions adapt as training and staff numbers grow without manual workload increase.
Administrative & Back Office Support