FS-DOC-01Operations
Launch Plan
Document Retention & Archiving
[YourCompany.com] · Legal Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build unfolds, and what FullSpec needs from you to get started. It is written for the business owner and process owner, not a technical audience. FullSpec handles every aspect of the build, integration, testing, and go-live. Your role is to provide access to your existing tools and confirm one configuration decision before the build begins.
01What you're launching
Today, a legal administrator spends up to 6 hours every week manually classifying incoming documents, looking up retention periods in a spreadsheet, typing metadata by hand, and setting calendar reminders that are easy to miss. Destruction dates pass without action, classification labels vary by staff member, and there is no reliable audit trail. This automation enforces a single classification ruleset the moment each document arrives, logs every action automatically, and sends a daily-checked Slack alert to the legal manager whenever a document reaches its destruction date. The legal manager retains full approval authority over every destruction event. Nothing is deleted without a deliberate human decision.
Process
Document Retention & Archiving
Trigger
A document is uploaded to a monitored SharePoint folder or Dropbox Business location, or a completed DocuSign envelope is received
Final output
Every document is classified, metadata-tagged, filed, and logged automatically; the legal manager receives a Slack alert with a structured approval prompt when a destruction date is reached; and every action is captured in a complete audit log
Agents being built
2 agents: Document Classification Agent and Retention Schedule Monitor
Tools involved
SharePoint, Microsoft 365, DocuSign, Slack, Dropbox Business
Volume
Approximately 60 documents per month (around 214 automation runs this month)
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
The build runs in four stages: Connect, Build, Test, and Launch. FullSpec manages all technical work across every stage. Each stage has a defined set of actions, and where something is needed from your side, it is clearly called out below. The total delivery window for this Standard build is 3 to 4 weeks. Before the build begins, FullSpec will conduct a Discovery and Rules Mapping session to review your existing retention schedule, clean up any inconsistencies, and agree the final document taxonomy that the Classification Agent will use. That session happens inside the Connect stage.
Complexity level: Moderate. Estimated delivery window: 3 to 4 weeks (approximately 20 business days). The delivery clock starts at the close of Connect, not payment. Connect is the session where credentials are confirmed and the retention ruleset is finalised. Nothing can be built until that session is complete.
1Connect
Business days 1 to 3
FullSpec
Reviews your existing retention schedule spreadsheet and document taxonomy; identifies gaps, conflicts, and missing retention periods; maps the final ruleset that will govern the Classification Agent; confirms monitored folder paths in SharePoint and Dropbox Business; and schedules the Connect session with your team
You
Attend the Connect session (typically 45 to 60 minutes); share your current retention schedule and any taxonomy documentation; confirm the folder locations where documents land today; and grant tool access as listed in Section 03
2Build
Business days 4 to 14
FullSpec
Builds the Document Classification Agent against the confirmed ruleset and connects it to SharePoint, Dropbox Business, and DocuSign; configures metadata writing and folder routing logic; builds the Retention Schedule Monitor with the daily register check; sets up the Slack approval workflow including the structured destruction prompt sent to the legal manager; and connects all tools to the orchestration layer
You
No action required during the build phase; FullSpec will contact you only if an unexpected access issue arises with one of the connected tools
3Test
Business days 15 to 18
FullSpec
Runs the full automation against a structured test document set covering every document type in the agreed taxonomy; verifies classification accuracy, metadata completeness, correct folder routing, retention register entries, and Slack alert timing; confirms the audit log captures every action; and documents the QA results
You
Review a short summary of the test results that FullSpec shares with you; confirm that the classification outputs and Slack alert format match what your legal manager expects; sign off on the test outcomes before the Launch stage begins
4Launch
Business days 19 to 20
FullSpec
Switches the monitored folders from test sources to live production locations; activates the Classification Agent and Retention Schedule Monitor on live documents; confirms the first end-to-end run completes cleanly; delivers all handover documentation including the SOP, Runbook, and Integration Spec; and remains available for support via support@gofullspec.com
You
Brief your legal administrator and legal manager on the new approval workflow (FullSpec provides a walkthrough guide); confirm the Slack channel where destruction alerts should land; and notify any relevant staff that manual classification and calendar reminders are no longer needed
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. You do not need to configure anything, write any code, or understand how the agents work internally. The table below lists every tool connection required and what specifically FullSpec needs for each one. All credentials should be ready before the Connect session closes so the build can begin without delay.
SharePoint
Admin or site-owner credentials for the site collection housing the legal document libraries; permission to create and update metadata columns and folder structures
Before Connect closes
Microsoft 365
Access to the retention register file or spreadsheet (shared link with edit rights); calendar or task permissions if existing reminders need to be deactivated
Before Connect closes
DocuSign
API access via an integration key or connected app; permission to listen to completed envelope events from the relevant account
Before Connect closes
Slack
A Slack workspace admin to authorise the app connection; the name or ID of the Slack channel where destruction alerts should be posted
Before Connect closes
Dropbox Business
Admin credentials or a shared folder link with full access to the secondary archive location; confirm the folder path used as the secondary storage destination
Before Connect closes
The one configuration decision you must confirm before Connect closes: Is there a single legal manager who approves all destruction events, or are there cases where a second approver is required, for example a compliance lead or external counsel? The Slack approval workflow is built around a single approver by default. If a second sign-off is ever required for specific document types, that routing logic must be agreed and documented during the Connect session. Changing it after build begins will delay delivery.
Launch PlanPage 3 of 4
FS-DOC-01Operations
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / legal ops)
Approve or defer destruction events via Slack when the monitor surfaces them (typically seconds per document); update the retention ruleset in FullSpec if regulations change or new document types are added; notify FullSpec at support@gofullspec.com if a new document source or storage location is introduced that needs to be monitored
Manual document classification; retention schedule lookups; metadata entry; folder filing; calendar reminders for destruction dates; monthly register audits; emailing approvers for destruction sign-off; manual audit log entries
FullSpec
Monitor the automation for errors and alert you if any run fails; maintain the integration connections as tool APIs update; apply any ruleset changes you request; provide ongoing support via support@gofullspec.com
Not applicable: FullSpec owns the build and its maintenance end to end
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The Classification Agent processes every incoming document automatically. Metadata is written to SharePoint without any staff involvement. The first Slack destruction alert may not appear yet if no documents are immediately due, but the daily monitor is running and logging
Your legal administrator handles zero manual classification steps for new documents arriving after go-live. No calendar reminders are being set manually
Month 1
Approximately 60 documents have been classified, filed, and logged without manual effort. The retention register is updated automatically with every new entry. Any documents already past their destruction date in the existing register will begin surfacing via Slack for the legal manager to action
The legal administrator recovers 5 to 6 hours of time per week. The legal manager is receiving structured Slack prompts rather than ad hoc emails. Audit log entries are complete and consistent for every document processed
Month 3
Around 180 documents have passed through the automated flow. The backlog of overdue destruction events from the legacy register has been worked through. Classification accuracy is confirmed above 96 percent across all document types. The legal team's involvement in the filing process has reduced to the destruction approval step only
Staff cost of the process has dropped from approximately $14,040 per year to $2,340 per year. The build investment of $4,800 is on track to be recovered within the 4-month payback window. Every destruction event has a complete audit record with approver name, date, and outcome
Next step: FullSpec will send you a short pre-Connect checklist within one business day of this plan being issued. Complete the checklist and gather the tool credentials listed in Section 03. Once those are confirmed, FullSpec will schedule the Connect session and the delivery clock begins. Questions before then can be sent directly to support@gofullspec.com.
Launch PlanPage 4 of 4