Automatic Tenancy Archiving on Deposit Release

Available from: v0.1.219

Overview

When a deposit release is confirmed, the platform automatically assembles and stores a complete tenancy archive — a permanent, structured evidence snapshot of the entire tenancy lifecycle. This happens without any manual steps from landlords, agents, or tenants.

The archive is the definitive record of what happened during the tenancy: what was checked, what was agreed, what was deducted, and who signed off on it.

Trigger

Archiving is initiated by the deposit/release.released event. This event fires when a deposit release reaches a confirmed state within the platform.

Archive Assembly

Once triggered, the archive consolidates the following evidence into a single record:

Component	Description
Check-in report	Property condition at the start of the tenancy
Check-out report	Property condition at the end of the tenancy
Signatures	All captured digital signatures from involved parties
Compliance checks	Results of regulatory and process compliance verifications
Negotiation thread	Full message history from any deposit dispute or negotiation
Deductions	Itemised deductions agreed or adjudicated during the release process

When assembly is complete, tenancyArchives.status is set to complete.

Propagation Delay

A 5-minute delay is applied between the deposit/release.released event and the start of archive assembly. This window allows deposit scheme confirmation to propagate fully before the archive is built, ensuring the snapshot contains accurate and final data.

Idempotency

Before firing the tenancy.archive.requested event, the system checks whether a tenancy_archive record already exists for the tenancy. If one is found, the process exits without creating a duplicate. This makes the trigger safe to replay in failure or retry scenarios.

Event Flow

deposit/release.released
        │
        ▼
   [5-minute delay]
        │
        ▼
  Does tenancy_archive exist?
     ├── YES → exit (no-op)
     └── NO  → fire tenancy.archive.requested
                       │
                       ▼
              Assemble evidence snapshot
              (check-in, check-out, signatures,
               compliance, negotiation, deductions)
                       │
                       ▼
         tenancyArchives.status = 'complete'

Related Entities

depositReleases — source of the triggering event
tenancies — the tenancy being archived
tenancyArchives — the archive record created or checked
checkInReports — included in the snapshot
checkOutReports — included in the snapshot
signatures — included in the snapshot
complianceChecks — included in the snapshot
negotiationMessages — included in the snapshot

Notes

Archives are created automatically — no manual action is required from any party.
The archive is immutable once status is set to complete.
If the archive trigger fails before the tenancy.archive.requested event is fired, it can safely be retried without risk of duplication.