Automation and Operations
Which processes to automate first: a simple scoring method
Score each process on hours, clarity, data readiness and risk, check payback, then automate the top one or two. Worked example and pass/fail test.
Workflow
AI Document Archiving
Documents whose active work is done get named, tagged and archived by your retention rules, so they stay findable later.
Finished documents tend to pile up in shared drives with names like scan_0412 and no clear rule for how long to keep them. AI Document Archiving names, tags and files each one into long-term storage using your conventions, and applies the right retention period for its type. Unclear documents wait for a person. You set the rules, and records stay easy to find.
- Consistent names and tags on every archived document
- Retention periods applied automatically by document type
- Old records stay easy to find when someone asks
$5,500
20–30 working days
Optional maintenance $275/mo
What it is
AI Document Archiving names, tags and moves documents into long-term storage once their active life is over, applies the retention period your rules set, and keeps them findable and retrievable for as long as you need to keep them. Documents it cannot classify with confidence wait for a person to check.
Why businesses buy it
Most archives grow by accident. Files are saved with random names, kept forever or deleted too early, and finding last year's signed agreement turns into an afternoon search. That is wasted time, and in an audit or dispute it is real risk. After this build, every finished document is named, tagged and filed the same way, with the retention period your rules require. The Scope Card lists the document types, naming convention and retention rules in writing before you buy, so you know exactly how your archive will behave.
Problems this solves
Finished documents clutter working folders long after they are needed
Archiving moves documents into long-term storage once their active life ends. Each one is named and tagged as it goes, so working folders stay clear.
Retention periods are known in theory but nobody applies them
The retention period your rules set is applied to each archived document. Up to three document types are set up, each with its own rules and storage location.
Old documents are impossible to find when someone asks for them
Consistent names and tags keep archived documents findable for as long as you keep them. Documents the system cannot classify with confidence wait for a person to check.
A good fit if
Documents that have finished their active use, such as closed cases, paid invoices or expired contracts, still need to be kept, findable and correctly named.
Your retention rules vary by document type, such as keeping tax records for seven years and closed tickets for two.
You currently rely on someone remembering to move and rename finished documents, and it doesn't always happen consistently.
You want archived documents retrievable by a person later, not just stored somewhere and effectively forgotten.
Not the right fit if
Documents still need to move through classification, extraction or approval; they haven't reached the end of their active life yet. See the earlier stages in this pipeline, such as AI Document Validation or AI Document Approval, which run before archiving applies.
You want a document sent to a person or queue by content, not filed into long-term storage. See AI Document Routing, a different destination decision entirely.
You need your whole document archive searchable by natural-language question, not just correctly filed. See AI Document Search, built for querying a library.
Your documents are contracts and you need obligations and renewal dates tracked while they're still active, not archived. See AI Contract Intelligence.
How it works
- A document arrives once its active workflow is finished, typically the last stop after validation, approval or routing has already happened.
- Archiving reads its content to confirm the document type and pull the fields your naming convention needs, such as a client name or a closing date.
- It's renamed and tagged consistently, following the convention you set, so every archived document can be found the same way later.
- The retention period for that document type is applied automatically, based on the rules you defined during setup.
- The document is moved into your long-term storage system, such as Google Drive, SharePoint or your ERP's archive area.
- We test archiving against 100 real sample documents before launch and hand you a report confirming naming, tagging and retention were applied correctly.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- At least 20 real sample documents for each document type Archiving should handle, redacted if you need to.
- Your naming convention, tagging rules and the retention period each document type needs.
- Access to the long-term storage system documents should be archived into.
- The name of the person who reviews anything that doesn't file cleanly under your rules.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One decision-maker who can approve the retention rules and sign off at launch.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, sample documents and retention rules confirmed.
Weeks 1–2
Naming, tagging and retention logic built for your document types.
Week 3
Storage system connected and archive structure tested.
Weeks 3–4
100 sample documents processed, naming and retention report shared with you.
Week 4
Your review and two rounds of changes.
Go-live
Live, handover report sent, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $5,500 |
| Express | 15–25 working days | $6,450 |
| Rush | 10–20 working days | $7,450 |
What you receive at handover
- AI Document Archiving configured on one intake route and connected to your working and archive storage
- Naming, tagging and retention rules for up to three document types
- A human review queue for documents that cannot be classified with confidence
- A test report from 100 sample documents, with an accuracy report
- An admin guide and a written handover report
- 30 days of post-launch support
Expected benefits and how to measure them
- Can keep working folders tidy without someone doing it by hand.
- Helps you follow your own retention rules consistently.
- Makes old records quicker to retrieve when a client or auditor asks.
- Time to retrieve an archived document
- Time a few retrieval requests before launch and repeat with similar requests after.
- Documents archived without tags
- Spot-check a monthly sample of the archive for missing names or tags.
- Documents past retention still held
- Count them in a quarterly check against your retention rules.
Before you start: Time how long it takes to find a few older documents today. Note how archiving and retention are handled now, if at all.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running Document Archiving costs roughly $30 to $200 a month in your own accounts, covering OCR and AI usage plus storage, and it moves with how many documents are archived each month.
AI usage during the build and testing is billed to your own accounts too, so every provider relationship stays yours, not ours.
Ask about running costsCustom requirements
If you need more than three document types, more than 25 tag and retention fields per type, or a second intake route than the Scope Card lists, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes, updates, a health report and change hours each month, enough to adjust a naming convention or a retention period. It starts after the 30 days of support end, bills monthly, and can be cancelled any month.
$275/mo (5% of the build price a month, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A document-management SaaS charges per seat or per gigabyte stored every month | A custom agency quotes after discovery calls | Ours is one fixed price, shown on this page before you buy |
| Scope | A document-management SaaS is a general tool you configure retention rules in yourself | An agency agrees scope during the project | Ours is written on the Scope Card before purchase |
| Naming consistency | A document-management SaaS relies on people naming files correctly on the way in | An agency build depends on what was scoped | Ours renames and tags every document the same way automatically |
| Delivery | A document-management SaaS is instant to sign up but slow to configure well | An agency usually takes several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How much does AI Document Archiving cost?
The fixed price for each delivery speed is shown in the price and delivery panel on this page before you order. It covers everything on the Scope Card: a naming convention and tags for up to three document types, the retention rules for each, the connection to your two systems and the report you review before launch.
Is AI Document Archiving the last stage in a document pipeline?
Yes, it's built for documents whose active workflow is already finished, typically after AI Document Validation or AI Document Approval has run. If your documents are still moving through classification, extraction or a decision, those earlier stages run first, and Archiving picks them up once that active work is done.
Does AI Document Archiving make my documents searchable by question?
No. It names, tags and retains documents correctly in long-term storage; it does not answer natural-language questions about their content. If you want to ask your archive questions and get cited answers, AI Document Search is built for that job and works well on top of a tidy, consistently tagged archive like the one this build creates.
How much does AI Document Archiving cost to run each month?
Running costs are paid in your own accounts, and there is no per-document fee from us. Expect roughly $30 to $200 a month for OCR and AI usage plus storage, scaling with how many documents are archived. A one-off backlog costs more in its first month than steady daily filing. Monthly maintenance is optional if your rules change.
Can AI Document Archiving apply different retention periods to different document types?
Yes. Each of the up to three document types in your build can carry its own retention period, such as seven years for tax records and two years for closed tickets. The rule is applied automatically as each document is archived, based on what you defined during setup.
Is our document content safe with AI Document Archiving?
Yes. Every credential and connected account is shared by adding our team as a user or creating a key you control during setup, never by email, and documents move only between the systems you connected. Archiving reads content to name and tag a document correctly; it doesn't share it elsewhere, and samples can be redacted before we see them.
How long does AI Document Archiving take to launch?
The delivery time for each speed is shown in the price and delivery panel on this page, counted from the day your intake is complete and access is verified. Most of the build goes into naming, tagging and retention logic, tested against documents from your own archive, so pick samples that show your messiest folders.
Can I change a retention rule after AI Document Archiving is live?
Yes. Adjusting a retention period or naming convention within your existing document types fits inside the monthly change hours that come with maintenance. A new document type is a bigger change, so it gets a written Change Quote before any work starts.
Guides on this topic
All guides Stop losing finished documents to inconsistent filing.
Order AI Document Archiving and it names, tags and archives every finished document on a fixed delivery date. The scope above is what you get, in writing, before you pay.
Works well with
