Document retention and archival requires paralegals to manually review metadata, cross-reference retention policies, and move files to cold storage. This scattered, repetitive work consumes significant time and creates compliance risk when deadlines are missed.
Automation reads document metadata, applies retention rules automatically, and orchestrates the transfer to archive storage while maintaining a complete audit trail. The result is faster archival, zero missed deadlines, and instant retrieval of archived documents.
The full workflow, from trigger to completion.
The automation platform monitors all documents and checks their creation date against the retention policy rules stored. When a document's deadline arrives, the workflow is triggered.
The automation reads the document's creation date, matter code, document type, and any applied tags metadata.
The automation queries the retention policy table to retrieve the correct retention period for the document type and jurisdiction.
The automation cross-references the legal hold register to confirm no active litigation hold or regulatory freeze applies to the document.
The automation creates a structured metadata record with the document ID, archival date, retention rule applied, and archive destination, then tags the file.
The automation transfers the document from the active folder to a designated archive folder and updates the file status to archived.
The automation appends a new row to the retention register with the archival date, document ID, archive location, and confirmation timestamp.
The automation sends a message to the supervising attorney summarizing the archival action and listing any documents approaching their retention deadline in the next 30 days.
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