Manufacturing
Logistics
Real Estate
Retail
Finance
Healthcare
Hospitality
Automotive
About the Agent
Managing records retention in accounts payable is rife with manual handoffs, inconsistent application of policy, and the risk of data fragmentation—leading to delays, audit gaps, and compliance concerns. Manual processes increase the chance of human error, overlooked paperwork, and unclear accountability, especially as organizations integrate with multiple third-party storage and destruction providers.The Records Retention Routing Agent delivers fully automated, policy-driven document routing and integration. Drawing from data sources including document metadata, retention policy tags, chain-of-custody logs, storage instructions, and provider status feeds, this agent determines the correct routing for each document—digital or physical—according to pre-set rules. It generates clear storage instructions, facilitates secure API-based transfer to third-party providers, and continuously tracks every handoff and status change to maintain a real-time, digital chain-of-custody record.By eliminating manual intervention and automating end-to-end document routing, this agent ensures completeness, compliance, and accountability. It enhances process and employee productivity by reducing delays and errors, while supporting organizational cost savings and audit-readiness through digital traceability and seamless provider integration.
Accuracy
TBD
Speed
TBD
Input Data Set
Sample of data set required for Records Retention Routing Agent:
Records Retention Request - AP Batch AP2017-Q4
Request Date: 2024-10-16 Requesting User: ap_clerk_user01 Department: Finance - Accounts Payable Batch ID: AP2017-Q4-FINAL Description: Final batch of Accounts Payable invoices and related correspondence from Q4 2017, now eligible for long-term offsite archival per retention policy.
Document Manifest
| Document ID | Vendor Name | Invoice Date | Document Type | Retention Policy Tag |
|---|---|---|---|---|
| INV-2017-98345 | Quantum Dynamics | 2017-10-05 | Physical (Scanned) | FIN-AP-7YR |
| INV-2017-98551 | Apex Solutions | 2017-10-12 | Digital | FIN-AP-7YR |
| PO-2017-62112 | Quantum Dynamics | 2017-10-02 | Physical (Scanned) | FIN-AP-7YR |
| INV-2017-99104 | InnovateCorp | 2017-11-20 | Digital | FIN-AP-7YR |
| RFQ-2017-3301 | Apex Solutions | 2017-09-15 | Physical (Scanned) | FIN-AP-7YR |
| INV-2017-99872 | Quantum Dynamics | 2017-12-18 | Physical (Scanned) | FIN-AP-7YR |
Notes: Physical documents have been consolidated into storage box AP-2017-Q4B. Please generate routing and labeling instructions for transfer to our offsite storage provider.
Deliverable Example
Sample output delivered by the Records Retention Routing Agent:
Records Retention Routing Report
Summary
Batch ID: AP2017-Q4-FINAL Status: Processed Successfully Action Date: 2024-10-16 Routing Decision: All documents in the batch, tagged with policy FIN-AP-7YR and dated in 2017, have met their 7-year active retention period. The entire batch is routed for long-term archival with the designated third-party provider.
1. Physical Records Storage Instructions
Clear instructions for handling the physical documents have been generated for transfer to the offsite storage facility.
- Destination Provider: IronVault Secure Storage
- Provider API Endpoint:
https://api.ironvault.com/v1/intake - Transfer Status: API transfer manifest sent. Awaiting physical pickup confirmation.
- Storage Box ID: AP-2017-Q4B
Generated Box Label:
Records Retention Routing Agent
Automates policy-based routing and tracking of documents to retain digital and physical records with audit-ready chain of custody.
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