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Scan Documents → Apply Retention Rules → Flag Expired → Queue Cleanup → Confirm

Data Retention and Privacy Agent

Applies retention rules and cleanup workflows for sensitive documents, so privacy exposure and over-retention shrink instead of growing unchecked.

The Problem

Sensitive documents pile up past when they should be kept.

Sensitive documents are kept too long or deleted inconsistently. Privacy exposure grows invisibly.

What Changes

Retention rules applied, cleanup run on schedule.

Applies retention rules and triggers cleanup workflows. Keeps what you're required to keep. Removes what you shouldn't still have.

Humans stay in control: Your team approves what gets deleted. The agent applies the rules and queues the cleanup. It removes the over-retention, not the oversight.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERScheduled ScanPeriodic review of document stores
LLMClassify DocumentsIdentify type and sensitivity
APIApply RetentionCheck age against retention rules
DECISIONPast Retention?
ACTIONQueue CleanupStage expired documents for deletion
ACTIONConfirm & LogRecord approved cleanup
The agent doesn't delete on its own judgment. It applies your retention rules and queues cleanup for confirmation. Your team approves deletions.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your DocumentsSensitive records
The AgentWorkflow engine + LLM
Your StoreRetention-clean

WHAT YOUR TEAM PROVIDES ONCE

  • Retention schedule - how long each document type is kept
  • Document stores - where records live
  • Sensitivity rules - what counts as sensitive
  • Approval flow - who confirms deletions
  • Legal holds - what must never be deleted
What happens day-to-day: Sensitive documents accumulate. On a schedule the agent classifies them, checks age against your retention schedule, and queues anything past retention for deletion, respecting legal holds, so the store stays clean and exposure stays low after your team confirms.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Document stores
PMS attachments
Email archive

WORKFLOW ENGINE (N8N)

Trigger - schedule
LLM - Classify
API - Apply retention
Branch - past retention?
Queue cleanup
Confirm + log
Respect legal holds

CONNECTS TO

Document store (Box / SharePoint)Read: documents. Write: cleanup
PMSRead: attached records
Approval (email / Slack)Confirm deletions
Retention logRecord what was cleaned and when
WITHOUT PMS API

Agent reviews a document inventory and produces a cleanup list for manual action.

WITH PMS API

Agent classifies and applies retention live, queuing cleanup with legal-hold awareness. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Scheduled Scan
Cron (e.g. monthly) over the document stores.
Output: { run_date, stores[] }
LLMNode 2
LLM - Classify Documents
Identify document type and sensitivity for retention purposes.
Output: [{ doc_id, type, sensitive, created }]
You classify documents for retention.

For each document, return type (lease / application / id_doc / financial / correspondence / other), sensitive (true/false), created date.
Respond ONLY with a valid JSON array.

DOCUMENTS: {documents}
OUTPUT
[
  { "doc_id": "d_312", "type": "id_doc", "sensitive": true, "created": "2019-03-01" }
]
APINode 3
HTTP Request - Apply Retention
Check each document age against the retention schedule and legal holds.
Output: [{ doc_id, retain_until, expired, on_hold }]
DECISIONNode 4
Condition - Past Retention?
IF expired and NOT on legal hold → queue cleanup. ELSE → keep.
Output: Branch: EXPIRED (queue) or KEEP
ACTIONNode 5
Queue Cleanup & Confirm
Stage expired documents for deletion, route for approval, and log confirmed cleanups.
Output: Over-retained documents queued; deletions logged after approval.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Manual scan
  • Inventory export
  • Retention check vs sheet
  • Cleanup list
  • Manual approval
  • Manual log
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From document sprawl to a retention-clean store - step by step.

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    Everything on this page is free to learn.

    When you're ready to build — do it yourself or bring us in.

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    Frequently asked questions

    Data Retention and Privacy Agent is an AI agent that applies retention rules and cleans up sensitive documents on schedule.
    Sensitive documents pile up past when they should be kept. The Data Retention and Privacy Agent addresses this — it applies retention rules and cleans up sensitive documents on schedule.
    No — your team stays in control. Your team approves what gets deleted. The agent applies the rules and queues the cleanup. It removes the over-retention, not the oversight.

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