Record Keeping

interface RecordClassification {
  customerRecords: {
    category: 'Customer Due Diligence'
    types: [
      'Identity verification documents',
      'Beneficial ownership information',
      'Risk assessments',
      'PEP/sanctions screening results',
      'Enhanced due diligence documentation'
    ]
    retention: '5 years after account closure'
    regulation: 'PCMLTFA'
  }
 
  transactionRecords: {
    category: 'Transaction Information'
    types: [
      'Transaction details and amounts',
      'Account information',
      'Correspondent banking info',
      'Wire transfer instructions',
      'Supporting documentation'
    ]
    retention: '5 years from transaction date'
    regulation: 'PCMLTFA'
  }
 
  complianceRecords: {
    category: 'Compliance Documentation'
    types: [
      'Suspicious transaction reports',
      'Compliance policies and procedures',
      'Training records',
      'Audit reports',
      'Regulatory correspondence'
    ]
    retention: '5-7 years depending on type'
    regulation: 'Multiple'
  }
 
  businessRecords: {
    category: 'Corporate Records'
    types: [
      'Financial statements',
      'Board minutes',
      'Contracts and agreements',
      'Insurance policies',
      'License applications'
    ]
    retention: '7 years minimum'
    regulation: 'Provincial/Corporate'
  }
}

sensitivity_classification:
  public:
    description: "Information available to general public"
    examples: ["Marketing materials", "Public announcements"]
    protection: "Standard"
 
  internal:
    description: "Internal business information"
    examples: ["Policies", "Procedures", "Training materials"]
    protection: "Access controlled"
 
  confidential:
    description: "Sensitive business information"
    examples: ["Financial data", "Strategic plans", "Vendor contracts"]
    protection: "Encrypted, need-to-know"
 
  restricted:
    description: "Highly sensitive regulated information"
    examples: ["Customer data", "Transaction records", "STRs"]
    protection: "Encrypted, logged access, retention managed"

class RetentionManager {
  async scheduleRetention(record: Record): Promise<RetentionSchedule> {
    const policy = await this.getRetentionPolicy(record.type)
 
    const schedule = {
      recordId: record.id,
      creationDate: record.createdDate,
      retentionPeriod: policy.retentionPeriod,
      disposalDate: this.calculateDisposalDate(record, policy),
      legalHolds: await this.checkLegalHolds(record),
 
      milestones: {
        archive: this.calculateArchiveDate(record, policy),
        review: this.calculateReviewDate(record, policy),
        disposal: this.calculateDisposalDate(record, policy)
      }
    }
 
    await this.createRetentionEntry(schedule)
    return schedule
  }
 
  async processDisposal(): Promise<DisposalResult[]> {
    const dueForDisposal = await this.getRecordsDueForDisposal()
    const results: DisposalResult[] = []
 
    for (const record of dueForDisposal) {
      // Check for legal holds
      if (await this.hasActiveLegalHold(record)) {
        continue
      }
 
      // Verify disposal authorization
      const authorized = await this.getDisposalAuthorization(record)
      if (!authorized) {
        continue
      }
 
      // Perform secure disposal
      const result = await this.securelyDisposeRecord(record)
      results.push(result)
 
      // Create disposal certificate
      await this.createDisposalCertificate(record, result)
    }
 
    return results
  }
}

interface StorageSecurityControls {
  encryption: {
    atRest: {
      algorithm: 'AES-256'
      keyManagement: 'AWS KMS / Google Cloud KMS'
      keyRotation: 'Annual'
      compliance: 'FIPS 140-2 Level 3'
    }
 
    inTransit: {
      protocol: 'TLS 1.3'
      certificateValidation: true
      perfectForwardSecrecy: true
    }
 
    applicationLevel: {
      sensitiveFields: 'Field-level encryption'
      keys: 'Separate key management service'
      algorithms: 'AES-256-GCM'
    }
  }
 
  accessControl: {
    authentication: 'Multi-factor authentication'
    authorization: 'Role-based access control (RBAC)'
    audit: 'Comprehensive access logging'
 
    permissions: {
      read: 'Business need-to-know basis'
      write: 'Authorized personnel only'
      admin: 'Privileged access management'
      delete: 'Dual authorization required'
    }
  }
 
  backup: {
    frequency: {
      incremental: 'Hourly'
      full: 'Daily'
      archival: 'Weekly'
    }
 
    locations: {
      primary: 'Same region, different availability zone'
      secondary: 'Different geographic region'
      offline: 'Air-gapped storage for critical records'
    }
 
    testing: {
      restoration: 'Monthly restore tests'
      integrity: 'Weekly backup validation'
      recovery: 'Annual disaster recovery test'
    }
  }
}

document_lifecycle:
  creation:
    standards: "Standardized templates and formats"
    metadata: "Automatic metadata capture"
    classification: "Automatic data classification"
    versioning: "Version control system"
 
  storage:
    indexing: "Searchable index creation"
    filing: "Automated filing by type/date"
    duplication: "Duplicate detection and prevention"
    compression: "Lossless compression"
 
  access:
    authentication: "Multi-factor authentication"
    authorization: "Role-based permissions"
    tracking: "Complete access audit trail"
    download: "Controlled download procedures"
 
  maintenance:
    review: "Periodic content review"
    migration: "Format migration as needed"
    integrity: "Regular integrity checks"
    updates: "Controlled update procedures"
 
  disposition:
    evaluation: "Retention policy evaluation"
    approval: "Disposal authorization"
    execution: "Secure disposal execution"
    certification: "Disposal certification"

interface DocumentMetadata {
  required: {
    documentId: string
    title: string
    documentType: string
    classification: 'Public' | 'Internal' | 'Confidential' | 'Restricted'
    creator: string
    creationDate: Date
    lastModified: Date
    version: string
  }
 
  compliance: {
    retentionPeriod: number
    regulatoryBasis: string[]
    legalHolds: LegalHold[]
    disposalDate: Date
    disposalMethod: string
  }
 
  business: {
    department: string
    businessPurpose: string
    relatedRecords: string[]
    keywords: string[]
    customFields: Record<string, any>
  }
 
  technical: {
    format: string
    size: number
    checksum: string
    location: string
    backupStatus: BackupStatus
  }
}

physical_records:
  reception:
    scanning: "High-resolution document scanning"
    indexing: "Barcode or QR code indexing"
    verification: "Quality assurance checks"
    storage: "Secure physical storage"
 
  storage_facilities:
    security:
      - 24/7 surveillance
      - Access control systems
      - Environmental controls
      - Fire suppression systems
 
    organization:
      - Standardized filing systems
      - Box and folder labeling
      - Location tracking
      - Inventory management
 
  handling:
    access: "Controlled access procedures"
    checkout: "Document checkout system"
    tracking: "Chain of custody maintenance"
    return: "Verification upon return"
 
  disposal:
    shredding: "Cross-cut shredding minimum"
    witnessed: "Witnessed destruction"
    certification: "Certificate of destruction"
    documentation: "Complete disposal records"

interface DocumentManagementSystem {
  functionality: {
    capture: 'Multi-format document ingestion'
    storage: 'Scalable, secure storage'
    retrieval: 'Fast, indexed search'
    workflow: 'Automated business processes'
    compliance: 'Retention and disposal management'
  }
 
  features: {
    versioning: 'Complete version history'
    collaboration: 'Controlled document sharing'
    approval: 'Electronic approval workflows'
    templates: 'Standardized document templates'
    reporting: 'Comprehensive analytics'
  }
 
  integration: {
    authentication: 'SSO integration'
    apis: 'RESTful API access'
    backup: 'Enterprise backup systems'
    compliance: 'GRC tool integration'
    notifications: 'Email and alert systems'
  }
 
  compliance: {
    audit: 'Comprehensive audit trails'
    encryption: 'End-to-end encryption'
    access: 'Granular access controls'
    retention: 'Automated retention management'
    disposal: 'Secure disposal capabilities'
  }
}

class LegalHoldManager {
  async createHold(holdRequest: HoldRequest): Promise<LegalHold> {
    const hold = {
      holdId: generateHoldId(),
      matter: holdRequest.matter,
      issuedBy: holdRequest.legalCounsel,
      issuedDate: new Date(),
      scope: holdRequest.scope,
 
      custodians: await this.identifyCustodians(holdRequest.scope),
      records: await this.identifyRecords(holdRequest.scope),
 
      status: 'active',
      notifications: [],
      compliance: []
    }
 
    // Suspend disposal for affected records
    await this.suspendDisposal(hold.records)
 
    // Notify custodians
    await this.notifyCustodians(hold.custodians, hold)
 
    // Create hold documentation
    await this.documentHold(hold)
 
    return hold
  }
 
  async releaseHold(holdId: string, releaseReason: string): Promise<void> {
    const hold = await this.getHold(holdId)
 
    // Update hold status
    hold.status = 'released'
    hold.releaseDate = new Date()
    hold.releaseReason = releaseReason
 
    // Resume normal retention
    await this.resumeRetention(hold.records)
 
    // Notify custodians
    await this.notifyHoldRelease(hold.custodians, hold)
 
    // Document release
    await this.documentHoldRelease(hold)
 
    await this.updateHold(hold)
  }
}

audit_program:
  internal_audits:
    frequency: "Quarterly"
    scope: "Random sampling of record types"
    criteria:
      - Completeness of records
      - Accuracy of metadata
      - Compliance with retention schedules
      - Security control effectiveness
 
  external_audits:
    frequency: "Annual"
    auditors: "Independent third parties"
    standards:
      - ISO 27001
      - SOC 2 Type II
      - Regulatory requirements
 
  regulatory_examinations:
    frequency: "As required by regulators"
    preparedness:
      - Document readily available
      - Staff training on examination process
      - Coordination procedures
      - Response protocols

interface ComplianceMonitoring {
  metrics: {
    retention: {
      complianceRate: number        // % of records with correct retention
      overdueDisposals: number      // Number of overdue disposals
      legalHoldCompliance: number   // % compliance with legal holds
    }
 
    security: {
      accessViolations: number      // Unauthorized access attempts
      encryptionCoverage: number    // % of records encrypted
      backupSuccess: number         // % successful backups
    }
 
    quality: {
      metadataCompleteness: number  // % records with complete metadata
      integrityFailures: number     // Number of integrity check failures
      indexingErrors: number        // Search indexing errors
    }
  }
 
  alerting: {
    retentionViolations: 'Real-time alerts'
    securityIncidents: 'Immediate escalation'
    systemFailures: 'Automated notifications'
  }
 
  reporting: {
    dashboard: 'Real-time compliance dashboard'
    monthly: 'Monthly compliance report'
    regulatory: 'Regulatory examination packages'
  }
}

training_program:
  general_awareness:
    audience: "All employees"
    frequency: "Annual"
    topics:
      - Record keeping responsibilities
      - Data classification
      - Retention requirements
      - Legal holds
      - Security procedures
 
  specialized_training:
    records_managers:
      - Advanced retention management
      - System administration
      - Audit procedures
      - Legal hold management
 
    compliance_officers:
      - Regulatory requirements
      - Risk assessment
      - Audit coordination
      - Incident response
 
    legal_counsel:
      - Legal hold procedures
      - Discovery management
      - Privilege protection
      - Litigation support

interface RecordKeepingTechnology {
  documentManagement: {
    enterprise: ['SharePoint', 'Box', 'Google Workspace']
    specialized: ['OpenText', 'IBM FileNet', 'M-Files']
    considerations: ['Integration', 'Scalability', 'Compliance features']
  }
 
  retention: {
    tools: ['Compliance360', 'MetricStream', 'ServiceNow GRC']
    features: ['Automated scheduling', 'Policy management', 'Reporting']
  }
 
  legalHold: {
    solutions: ['Exterro', 'Onna', 'Microsoft Purview']
    capabilities: ['Hold management', 'Collection', 'Review']
  }
 
  backup: {
    cloud: ['AWS Backup', 'Azure Backup', 'Google Cloud Backup']
    onPremise: ['Veeam', 'Commvault', 'Veritas']
    hybrid: ['Integrated solutions']
  }
}

cost_analysis:
  storage_costs:
    hot_storage: "$0.023/GB/month"
    warm_storage: "$0.0125/GB/month"
    cold_storage: "$0.004/GB/month"
    backup: "$0.05/GB/month"
 
  operational_costs:
    staff: "2 FTE for record management"
    systems: "$50,000/year software licensing"
    facilities: "$10,000/year physical storage"
    compliance: "$25,000/year audit and consulting"
 
  optimization:
    archival: "Move to cold storage after 2 years"
    compression: "30% storage reduction"
    automation: "50% staff time savings"
    cloud: "25% cost reduction vs on-premise"

interface DisasterRecovery {
  rto: '24 hours'  // Recovery Time Objective
  rpo: '1 hour'    // Recovery Point Objective
 
  procedures: {
    assessment: 'Assess scope of disaster'
    activation: 'Activate DR procedures'
    recovery: 'Restore systems and data'
    testing: 'Verify data integrity'
    communication: 'Notify stakeholders'
    documentation: 'Document incident and recovery'
  }
 
  testing: {
    frequency: 'Semi-annual'
    scope: 'Full system recovery'
    metrics: ['RTO achievement', 'RPO achievement', 'Data integrity']
  }
}