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Agents Records Retention Routing Agent
Records Retention Routing Agent Icon

Records Retention Routing Agent

Automates policy-based routing and tracking of documents to retain digital and physical records with audit-ready chain of custody.

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:

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