Automated Retention Schedule Compliance Tracking
Every Monday, WebRun reads the retention schedules in O'Neil Stratus, identifies record series that have reached or are approaching their authorized destruction date, updates the compliance deadline tracker in Google Sheets, and alerts your compliance team in Slack.
How do I automatically track retention schedule deadlines and flag records due for destruction?
WebRun reads every client retention schedule in O'Neil Stratus each Monday, identifies record series reaching or past their authorized destruction date, and updates a Google Sheets compliance tracker with urgency color-coding. A prioritized Slack alert ensures your compliance team reviews and initiates destruction workflows before any record becomes non-compliant.
- No record series reaches its destruction deadline unnoticed with weekly monitoring
- Compliance team sees overdue and due-soon series ranked by urgency every Monday
- Client-specific retention schedules are tracked separately and accurately
Built for records management companies · secure shredding services · records center compliance managers · document storage compliance coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
oneilsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
O'Neil Stratus - read retention schedules and destruction dates
oneilsoftware.com
WebRun opens O'Neil Stratus to read retention schedules and destruction dates. - Open O'Neil Stratus and review the retention schedule records for each active client account
- Identify record series with an authorized destruction date within the next 30 days or already past
- Capture the client name, record series, retention code, authorized destruction date, and estimated volume
Done when All record series at or approaching their destruction deadline are listed with client and volume details.
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2
Google Sheets - update compliance deadline tracker
google.com
WebRun opens Google Sheets to update compliance deadline tracker. - Open the compliance deadline tracker Google Sheet and update the status for each record series approaching destruction
- Add rows for any newly flagged series with the record type, client, destruction date, and action needed
- Mark series already past their authorized date as overdue so the team can prioritize them
Done when The compliance tracker reflects current destruction deadline status for all flagged record series.
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3
Slack - alert compliance team about records due for review
slack.com
WebRun opens Slack to alert compliance team about records due for review. - Post a weekly compliance alert to the records management Slack channel listing series due for destruction or review
- Sort by urgency: overdue series first, then those due within 7 days, then 8 to 30 days
- Tag the compliance manager so the alert is reviewed and a destruction authorization workflow is initiated
Done when The compliance team has this week's retention deadline summary in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it authorize or schedule the destruction of records automatically?
No. WebRun only flags record series that have reached or are approaching their authorized destruction date. Scheduling the actual destruction and notifying the client always requires a staff decision and approval.
How far in advance does it flag records due for destruction?
It flags any record series with an authorized destruction date within the next 30 days, as well as any series already past their date. Overdue series appear at the top of the Slack alert each Monday.
Does it work with client-specific retention schedules?
Yes. It reads the retention schedules as configured per client account in O'Neil Stratus, so different clients with different regulatory retention periods are tracked separately and accurately.
Related templates
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