How to Automate O'Neil Stratus

Every carton on the rack has a barcode and a bill attached

A records center is a warehouse where the inventory has a legal life. A carton arrives, gets a barcode, goes on a rack, sits there for seven years or thirty, gets pulled when somebody needs the file inside it, and is destroyed on a date set years earlier by a retention schedule. Every one of those movements is both an event to log and a line to bill.

O'Neil Stratus is the platform that business runs on. Commercial records centers run on it, and so do the in-house records departments at corporations and government agencies. It is O'Neil's cloud generation, replacing RS-SQL, the older product a great many centers ran for years and some still do.

Around it sit the pieces that touch the floor. O'Neil Mobile is the scanning and routing side drivers work from. O'Neil Shred runs destruction, including the certificate at the end of it. O'Neil Order is the portal a client uses to ask for a box at four in the afternoon.

The paperwork that ends a box lives outside the warehouse

Inside the building the system knows exactly where everything is. Outside it, the business runs on people waiting for other people.

A destruction authorization is the clearest case. A retention schedule says a run of cartons became eligible today. Nothing can happen until a named person at the client signs to say destroy them, and that signature can sit unrequested for a year while the client keeps paying storage on boxes neither side wants. Somebody has to notice, work out who at the client is authorised now that the original contact left, and ask.

The rest has the same shape. A quote for a bulk purge goes out and is never followed up. An invoice reaches a client that will only pay from its own accounts payable portal, so an emailed copy sits in a mailbox doing nothing. A facility certification renews on the certifying body's cycle. Drivers hold credentials that expire. A government storage contract goes out to tender on a cycle nobody watches.

O'Neil Stratus

Authorizations that stop the meter Cartons past retention listed with the storage still accruing on them, and a signature request drafted to the client contact who can actually end it.

Invoices tracked to the payer's own system Each client's accounts payable portal checked for where the invoice really sits, rather than assuming an emailed copy arrived and was keyed.

Certifications that never lapse quietly Facility certifications, driver credentials and insurance certificates watched at the body that issues them, not at a date typed into a field.

Stratus tracks the carton from intake to shred truck

What Stratus does inside its own walls it does thoroughly, and a center that has not switched all of it on is paying staff to do arithmetic.

Work orders can be submitted and received from anywhere with a connection, and progress updated as it happens rather than at the end of a shift. Barcode scanning drives the inventory, and O'Neil Mobile captures billing events and chain of custody detail while the box is in someone's hands. Billing is unified across storage, shredding and imaging, so one client gets one invoice, with a QuickBooks Online import tool and a web API on the accounting side. Retention and compliance controls are configurable per client, O'Neil Shred handles destruction runs and certificates, and audit logging covers the proof.

Every one of those answers a question about the inventory, which is the part O'Neil can see.

Whether the client signed the authorization, whether the invoice reached the portal that pays it, whether the certification is still current at the body that grants it: those answers live on somebody else's website, and no configuration inside Stratus reaches them.

Retention dates that chase their own authorizations

The retention schedule already knows which cartons are eligible. It is the next step that never happens.

Eligible cartons listed by client with the storage still being charged on them, and an authorization request drafted to the contact who can sign it. Approvals tracked afterwards, so a form sent in March is not still outstanding in September. Purge quotes followed up on a cycle rather than when somebody remembers.

Invoices tracked into each client's own payables portal, because a records center invoice is small enough to sit unnoticed for a quarter and repeated across enough accounts to matter. Payment status read where the client keeps it, not inferred from silence.

Then the credentials the business needs to keep trading. Facility certification renewal dates checked at the certifying body. Driver licences and background clearances checked where they were issued. Certificates of insurance collected before a client's compliance team asks for one. Government and municipal tender boards watched for the storage and destruction contracts that come round every few years, so a tender notice reaches the person who would write the bid, weeks before it closes.

No box is destroyed on a schedule alone

Finding the eligible cartons is arithmetic. Ending a box's life is a decision with a signature attached, and the signature belongs to the client.

WebRun is an AI agent that works a real Chrome browser, signed in as you. It opens a client's payables portal, a certifying body's register, an insurance broker's site or Stratus itself, reads what is on the screen, and returns the difference: which authorization is outstanding, which invoice was never entered, which credential expires next quarter.

It runs on a schedule you set, in your own private environment, and you can watch a run and stop it. Every request to a client is drafted and waits. Nothing is destroyed, invoiced or released because a run said so.

The workflows below are already built, and each one names the sites it signs into.