{"description":"Standing operator workflow that runs on the existing physical-equipment Control item (the UC-PHYS-04/08/10/12 control, domains=physical_environmental_security, frequency=quarterly): each maintenance, movement, or installation/relocation event opens one workflow instance against that Control item and enriches it with the cycle's evidence, never creating a duplicate control. It covers equipment maintenance, asset movement, and installation/relocation siting and marking, converging into the quarterly reconciliation that ties all three evidence streams together. In scope: scheduled and unscheduled maintenance events, asset delivery/removal/movement events through isolated loading areas, and installation/relocation siting and hardware marking within the facility's data halls, plus the quarterly reconciliation of the three. Out of scope: media sanitization and data-disposal workflows and physical access-control administration, which are governed by their own controls. Named deliverables: the maintenance record pack, the asset movement record with designated-asset tracking reconciliation, the siting-and-marking record, and the consolidated quarterly reconciliation evidence set, plus Issue items for faults, movement investigations, and marking gaps. No upstream workflow feeds this cycle and it hands off to no downstream workflow; it is triggered directly by a maintenance, movement, installation/relocation, or quarterly-reconciliation event, is owned by the Data Center Operations Coordinator, and its close-and-archive step seeds its own next cycle via carry-forward Issue items linked to the Control.","edges":[{"id":"e-classify-event-type-execute-maintenance-per-schedule-and-authorization","label":"Maintenance","source":"classify-event-type","target":"execute-maintenance-per-schedule-and-authorization","whenValue":"maintenance_event"},{"id":"e-classify-event-type-authorize-and-monitor-asset-movement","label":"Movement","source":"classify-event-type","target":"authorize-and-monitor-asset-movement","whenValue":"asset_movement_event"},{"id":"e-classify-event-type-apply-siting-checklist-for-hazard-and-exposure","label":"Install/Relocate","source":"classify-event-type","target":"apply-siting-checklist-for-hazard-and-exposure","whenValue":"installation_relocation_event"},{"id":"e-execute-maintenance-per-schedule-and-authorization-assess-reconciliation-due","source":"execute-maintenance-per-schedule-and-authorization","target":"assess-reconciliation-due"},{"id":"e-authorize-and-monitor-asset-movement-assess-reconciliation-due","source":"authorize-and-monitor-asset-movement","target":"assess-reconciliation-due"},{"id":"e-apply-siting-checklist-for-hazard-and-exposure-assess-reconciliation-due","source":"apply-siting-checklist-for-hazard-and-exposure","target":"assess-reconciliation-due"},{"id":"e-assess-reconciliation-due-compile-quarterly-reconciliation-evidence-set","label":"Due","source":"assess-reconciliation-due","target":"compile-quarterly-reconciliation-evidence-set","whenValue":"due_this_cycle"},{"id":"e-assess-reconciliation-due-close-and-archive","label":"Not due","source":"assess-reconciliation-due","target":"close-and-archive","whenValue":"not_due"},{"id":"e-compile-quarterly-reconciliation-evidence-set-close-and-archive","source":"compile-quarterly-reconciliation-evidence-set","target":"close-and-archive"}],"isPublic":true,"metadata":{"capabilities":[],"controlVerbs":{},"controls":["UC-PHYS-04","UC-PHYS-08","UC-PHYS-10","UC-PHYS-12"],"department":"facilities","domains":["controls"],"library":{"aliases":[],"canonicalUrl":"https://workflow-library.com/all/?w=controls-equipment-maintenance-movement-marking-control","contentDigest":"sha256:2362fbaa4e911d96dfff4c6484601e29fb0f960818ff589bde290703aa0a85d3","prerequisites":{"status":"undeclared"},"provenance":[],"releaseId":"sha256:2362fbaa4e911d96dfff4c6484601e29fb0f960818ff589bde290703aa0a85d3","schemaVersion":1,"sourceTemplateId":"workflow-library:controls-equipment-maintenance-movement-marking-control"},"lineOfDefense":"operate","mappingStatus":"mapped","risks":[],"slug":"controls-equipment-maintenance-movement-marking-control","source":"coworkcanvas-gallery","standards":["nist-800-53","iso-27001"],"teams":["facilities","it"]},"name":"Equipment Maintenance, Movement & Marking Control","nodes":[{"data":{"decisionField":"event_type","description":"Agent enriches the triggering event with context and drafts a routing recommendation; human decides which control path this cycle follows","formData":{"fields":[{"key":"event_type","label":"Event Type","options":[{"label":"Equipment maintenance event","value":"maintenance_event"},{"label":"Asset delivery/removal/movement event","value":"asset_movement_event"},{"label":"Installation or relocation event","value":"installation_relocation_event"}],"required":true,"type":"select"}],"resultType":"form","submittedAt":null,"values":{}},"instructions":"**Objective** — Determine which control path this cycle follows — equipment maintenance, asset movement, or installation/relocation — because each carries distinct authorization, recording, and verification requirements. The Data Center Operations Coordinator owns and records the decision.\n\n**Decision criteria**\n\nBefore deciding, the agent assembles context so the classification is grounded:\n1. Read the anchor Control item this instance runs on (its `control_owner`, `frequency`, and `framework`) and the prior archived workflow instances on it — the date and open items of the last completed quarterly reconciliation plus any carry-forward Issue items still linked to the Control — with coach-query-data. Upload the current physical reference extracts as context (none has a native item type — provided as PBC extracts each cycle): the maintenance schedule, the authorized-maintenance-personnel roster, the asset delivery/removal/movement log, the installation and relocation queue, and the hardware marking and classification scheme, with coach-document-upload.\n2. Confirm this event is not already being worked under a duplicate open cycle by scanning open workflows with coach-workflow-scan.\n3. Cross-check the asset register to confirm the specific asset(s) involved and whether they carry a designated-asset tracking tag or an existing classification marking.\n4. Enrich the trigger: for a suspected maintenance trigger, retrieve the work order and manufacturer specification; for a movement trigger, the delivery or removal request and loading-area assignment; for an install-or-relocate trigger, the target site and current siting-checklist status.\n\nThen select the branch:\n- **maintenance_event** — equipment maintenance, servicing, or repair is being performed on in-place hardware (scheduled preventive work or an unscheduled fault repair); no asset is leaving or changing physical location.\n- **asset_movement_event** — an asset is being delivered to, removed from, or relocated between areas of the facility, passing through a loading or delivery area.\n- **installation_relocation_event** — equipment is being newly installed or moved to a different physical location, requiring a fresh siting assessment and hardware marking.\n\n**Record in AssureSwarm** — Step form: submit the `event_type` SELECT with the chosen value, and record the classification reasoning with its evidence references (the work-order, movement-request, or siting document ids) in the step result and the deciding owner in the step's approver record. Step document: attach the assembled context brief with coach-document-upload. No branch item is created here — the classification lives on the workflow instance.\n\n**Exit criteria** — `event_type` is submitted with exactly one path selected; the rationale cites the triggering evidence; the two unused branches are prunable.","kind":"decision","label":"Classify event type","performedBy":{"primitives":["coach-query-data","coach-workflow-scan","coach-document-upload"]}},"id":"classify-event-type"},{"data":{"description":"Agent checks work against manufacturer specification, verifies personnel authorization, logs activity and faults, and clears off-site equipment; human confirms only authorized personnel performed in-specification maintenance and the log is complete","instructions":"**Objective** — Perform equipment maintenance to manufacturer specification with only authorized personnel, then record all activity and faults and apply information-exposure safeguards on any equipment sent off site, producing one complete, authorized maintenance record for the reconciliation.\n\n**Inputs**\n- This branch runs when the event-type decision selected `maintenance_event`, operating against the anchor Control item.\n- The asset's work order and the manufacturer maintenance specification — uploaded at this step (Workflow step — upload); no Asset/Work-Order item type exists, so these arrive as PBC documents.\n- The maintenance schedule for the asset (frequency, last-serviced date, next-due date), uploaded as a PBC extract; the control cadence itself lives on the anchor Control item (`Control.frequency`, `Control.control_owner`).\n- The authorized-maintenance-personnel roster, current, with the scope of authorization per technician — uploaded at this step (no Personnel/Roster item type).\n- The off-site servicing policy — a Policy item (`policy_type: policy`, `domains` includes physical_environmental_security) in the Policy library — and the data-clearing or sanitization checklist template attached to it or uploaded here, for any component that may leave the site.\n\n**Procedure**\n1. Compare the planned or completed work against the manufacturer specification and the maintenance schedule with coach-query-data; confirm scope, intervals, and required parts match. Flag any deviation from specification or any work performed off-cadence.\n2. Cross-check every technician who performed or is scheduled to perform the work against the authorized-maintenance-personnel roster. A technician not on the roster, or working outside their authorized scope, is a control exception: hold the work and escalate before it is logged complete.\n3. Assemble the maintenance work record — asset, technician(s), scope of work, parts replaced, and schedule adherence — as an XLSX/PDF record pack; it has no native item type (no Asset/Maintenance-Record type), so it is the step document that serves as the record of authority, attached with coach-document-upload.\n4. Compile the maintenance activity log: what was done, parts replaced, and any suspected or actual fault observed during the work. Create one Issue item per fault with coach-item-create (`issue_type: exception`, `source: management_identified`, `severity`, `issue_owner`, `identified_date`) and link it to the anchor Control item with coach-items-link. A technician found off-roster or working outside scope (step 2) is opened the same way, as an Issue on the Control.\n5. Determine whether any component is leaving the site for off-site repair or servicing. Where it is: clear or sanitize the component of information per the data-clearing checklist before departure; where clearing is not possible before departure, put a supervision plan in place so the component is escorted throughout. Capture the clearing or supervision evidence.\n6. Attach the specification comparison, the personnel-authorization check, the completed activity/fault log, and any off-site clearance or supervision evidence with coach-document-upload.\n\n**Record in AssureSwarm** — Item create + relationship: one Issue per fault or unauthorized-technician exception (`issue_type: exception`, `source: management_identified`, `severity`, `issue_owner`, `identified_date`), linked Issue ↔ anchor Control (coach-item-create, coach-items-link). Step documents: the maintenance work record pack (XLSX/PDF), the specification-versus-work comparison, the personnel-authorization check, the activity/fault log, and any off-site clearance or supervision evidence (coach-document-upload) — the maintenance work record has no native item type, so the step document is its record of authority.\n\n**Exit criteria** — Work matches manufacturer specification and schedule; every technician is on the authorized roster, or an exception is open and owned; the maintenance and fault log is complete; any equipment sent off site was cleared of information or supervised throughout.","label":"Execute and record equipment maintenance","performedBy":{"primitives":["coach-query-data","coach-item-create","coach-items-link","coach-document-upload"]}},"id":"execute-maintenance-per-schedule-and-authorization"},{"data":{"description":"Requesting custodian submits the movement request on this step form; agent verifies authorization and loading-area isolation, logs the delivery or removal, reconciles designated-asset tracking, and opens investigations for exceptions; human confirms the movement was authorized, monitored, recorded, and every exception owned","formData":{"fields":[{"key":"movement_direction","label":"Movement direction","options":[{"label":"Inbound delivery","value":"inbound_delivery"},{"label":"Outbound removal","value":"outbound_removal"},{"label":"Internal relocation","value":"internal_relocation"}],"required":false,"type":"select"},{"key":"requested_movement_date","label":"Requested movement date","required":false,"type":"date"},{"key":"origin_and_destination","label":"Origin and destination (room, facility, or external address)","required":false,"type":"text"},{"key":"business_justification","label":"Business justification for the movement","required":false,"type":"textarea"},{"key":"expected_return_date","label":"Expected return date, if the asset is leaving temporarily","required":false,"type":"date"}],"resultType":"form","submittedAt":null,"values":{}},"instructions":"**Objective** — Authorize, monitor, and record every asset entering or leaving the facility through isolated loading areas, then reconcile designated-asset tracking and open an investigation for any unauthorized or unexpected movement.\n\n**Inputs**\n- This branch runs when the event-type decision selected `asset_movement_event`, operating against the anchor Control item.\n- The movement, delivery, or removal request — submitted on this step’s form by the requesting custodian for any movement details missing from the event record; authorization is recorded natively or in a signed approval document (no Movement-Request item type exists); any signed approval memo or gate pass supporting it is uploaded alongside (Workflow step — upload).\n- The facility layout showing which loading or delivery areas are isolated from sensitive spaces — uploaded at this step.\n- Monitoring sources covering the movement window: access log, escort record, camera log — uploaded as extracts at this step.\n- The designated-asset tracking feed and the expected-location register for tagged assets outside controlled areas — an external asset-tracking platform; the reconciliation extract is uploaded here as CSV (no native item type).\n\n**Missing-input gate** — Before any form request below, inspect the existing source records, reports and correspondence. Reuse every established fact and record its source. Send a form only when a listed fact remains genuinely unresolved and the named respondent is outside the complete roster of people executing or approving any checkpoint in this workflow. If the respondent is on that roster, record their contribution in native results and approvals. Ask only the unresolved fields; leave known, unasked or inapplicable fields optional and blank. Skip the form entirely when no missing facts remain. Attach evidence documents and record sign-off through native approval. References below to form answers or completion also accept the existing authoritative record or native participant contribution.\n\n**Procedure**\n1. Confirm the submitted movement request carries a named authorizing manager and an approved authorization before the asset reaches the loading area with coach-query-data; an unauthorized movement is halted, not logged. Assess the asset’s information classification from the register and supporting evidence; resolve unknown exposure and hold any asset requiring protection until clearing or escort is in place.\n2. Verify the loading or delivery area used is isolated from sensitive spaces per the facility layout, and pull the monitoring evidence (access log, escort record, or camera coverage) spanning the delivery or removal window.\n3. Assemble the asset movement record — asset identity, direction (in or out), authorizer, timestamps, and monitoring evidence — as the step document; it has no native item type (no Asset-Movement type), so it is attached as the record of authority with coach-document-upload.\n4. Pull the designated-asset tracking feed and compare each tagged asset's current reported location against its expected location. Flag any asset that is missing, at an unexpected location, or moved without a matching authorization record; an asset past the requester's stated expected return date is treated the same way.\n5. For each flagged exception, open an Issue item with coach-item-create (`issue_type: exception`, `source: management_identified`, `root_cause` capturing asset, expected-versus-actual location, and last known custody, `issue_owner`) and link it to the anchor Control item with coach-items-link. Where a movement exception rises to a genuine security event, this Issue is the tracking surface handed to a physical-security incident/investigation workflow (no Incident type exists).\n6. Attach the authorization, the loading-area isolation confirmation, the monitoring evidence, and the tracking reconciliation with any investigation findings with coach-document-upload.\n\n**Record in AssureSwarm** — Item create + relationship: one Issue per movement investigation (`issue_type: exception`, `source: management_identified`, `root_cause`, `issue_owner`), linked Issue ↔ anchor Control (coach-item-create, coach-items-link). The requesting custodian supplies only missing direction, date, origin/destination, business justification and temporary return date. The event record supplies asset identity, classification evidence determines clearing or escort, and the native approval or signed gate pass supplies the actual authorization. Step documents: the asset movement record, any supporting approval memo or gate pass, the loading-area isolation confirmation, the monitoring evidence, and the designated-asset tracking reconciliation (CSV/XLSX) (coach-document-upload) — the movement record has no native item type, so the step document is its record of authority.\n\n**Exit criteria** — The movement request is evidenced from its existing record or unresolved custodian facts and is natively authorized; the movement occurred through an isolated loading area and is fully monitored and recorded; every designated asset is accounted for, and any unauthorized removal or unexpected movement has an open, owned investigation.\n\n**Form recipient** — The requesting asset custodian supplies only requested direction and date; origin and destination; business justification; temporary movement return date only when this gate permits the assigned form. The workflow executor records their own analysis in the step result.","label":"Authorize, monitor, and track asset movement","performedBy":{"primitives":["coach-query-data","coach-item-create","coach-items-link","coach-document-upload"]}},"id":"authorize-and-monitor-asset-movement"},{"data":{"description":"Agent runs the positioning checklist against hazard and unauthorized-access exposure and verifies handling and classification markings against the scheme; human confirms placement, any compensating safeguards, and that markings are legible, durable, and correct","instructions":"**Objective** — At installation or relocation, position equipment to minimize physical and environmental hazard and unauthorized-access exposure, and verify that each component carries a legible, durable handling and classification marking, clearing the equipment into service.\n\n**Inputs**\n- This branch runs when the event-type decision selected `installation_relocation_event`, operating against the anchor Control item.\n- The proposed or as-installed location and the siting checklist template — uploaded at this step — covering environmental hazards (flood, fire, temperature/humidity) and access/observation exposure (sightlines, foot traffic, proximity to public areas).\n- Compensating-safeguard options: physical barrier, enclosure, additional monitoring, restricted placement.\n- The classification and hardware-marking scheme — a Policy item (`policy_type: standard`, `domains` includes physical_environmental_security) in the Policy library — giving the expected marking designation for the asset by data sensitivity and impact level.\n- The component's asset-register extract and any installation photos showing applied markings — uploaded at this step (no Asset item type).\n\n**Procedure**\n1. Run the siting checklist against the position with coach-query-data: assess flood, fire, temperature/humidity, and other environmental-hazard exposure at that location.\n2. Assess unauthorized-access and observation exposure: sightlines into the equipment, foot traffic past it, and proximity to publicly accessible areas.\n3. Where the checklist flags a higher-risk location, specify the compensating safeguard (physical barrier, enclosure, additional monitoring, or restricted placement) and assemble the siting record — position, checklist result, and any safeguard — as the step document (no native siting-record item type), attached with coach-document-upload.\n4. Determine the expected marking designation for the asset from the classification scheme: the impact level or classification that indicates handling, distribution, and protection requirements.\n5. Inspect the component record and installation photos for the applied marking, checking placement, legibility, and durability of the label or engraving, and compare against the expected designation. Flag any mismatch, missing marking, or degraded label; create one Issue item per gap with coach-item-create (`issue_type: deficiency`, `source: management_identified`, `remediation_plan`, `issue_owner`, `target_remediation_date`) and link it to the anchor Control item with coach-items-link.\n6. Attach the completed siting checklist, any compensating-safeguard plan, and the marking verification record with coach-document-upload.\n\n**Record in AssureSwarm** — Item create + relationship: one Issue per marking gap (`issue_type: deficiency`, `source: management_identified`, `remediation_plan`, `issue_owner`, `target_remediation_date`), linked Issue ↔ anchor Control (coach-item-create, coach-items-link). Step documents: the siting record, the completed siting checklist, any compensating-safeguard plan, and the marking verification record (coach-document-upload) — the siting record has no native item type, so the step document is its record of authority.\n\n**Exit criteria** — Equipment is positioned to minimize hazard and unauthorized-access exposure with any required compensating safeguard in place; every component carries a legible, durable marking consistent with the classification scheme, or a remediation item is open for each gap.","label":"Site equipment and verify hardware marking","performedBy":{"primitives":["coach-query-data","coach-item-create","coach-items-link","coach-document-upload"]}},"id":"apply-siting-checklist-for-hazard-and-exposure"},{"data":{"decisionField":"reconciliation_status","description":"Agent checks the quarterly cadence and tallies accumulated maintenance, movement, and marking evidence since the last reconciliation; human decides whether this cycle also closes the quarter","formData":{"fields":[{"key":"reconciliation_status","label":"Reconciliation Status","options":[{"label":"Quarterly reconciliation due this cycle","value":"due_this_cycle"},{"label":"Not due, carry forward","value":"not_due"}],"required":true,"type":"select"}],"resultType":"form","submittedAt":null,"values":{}},"instructions":"**Objective** — Decide whether this cycle also carries the quarterly reconciliation obligation that ties maintenance logs, movement records, and marking spot-checks into one evidence set, so the reconciliation runs on cadence rather than being missed or duplicated. The Data Center Operations Coordinator owns the call.\n\n**Decision criteria**\n\nBefore deciding, the agent prepares the readiness picture:\n1. Retrieve the date of the last completed quarterly reconciliation — read from the prior archived workflow instance on the anchor Control item — with coach-query-data, and compare it against the Control's quarterly cadence (`Control.frequency`) to compute whether the current quarter is still open or due to close.\n2. Tally the maintenance records, movement records, siting records, and marking verifications logged since the last reconciliation, and compare the count against the expected activity volume for the period.\n3. Build a readiness snapshot with coach-dashboard-create showing reconciliation status, tallied evidence counts, and any open exception or investigation carried from the branch just completed.\n\nThen select:\n- **due_this_cycle** — the quarter is closing (the cadence interval has been reached or exceeded) and the tie-together evidence set must be compiled now.\n- **not_due** — the quarter remains open; this event's evidence simply carries forward to the eventual reconciliation.\n\n**Record in AssureSwarm** — Submit the `reconciliation_status` SELECT with the chosen value. Record the cadence math and evidence tally in the step result and the deciding owner in the step's approver record. Attach the readiness snapshot with coach-document-upload.\n\n**Exit criteria** — `reconciliation_status` is submitted with one branch chosen; the rationale states the last-reconciliation date and the cadence conclusion; the unused branch is prunable.","kind":"decision","label":"Assess reconciliation due","performedBy":{"primitives":["coach-query-data","coach-dashboard-create","coach-document-upload"]}},"id":"assess-reconciliation-due"},{"data":{"description":"Agent ties the quarter's maintenance logs, movement records, and marking spot-checks into one evidence set and runs a marking spot-check sample; human confirms the evidence set is complete with discrepancies owned","instructions":"**Objective** — Tie the quarter's maintenance logs, movement records, siting records, and marking spot-checks into one consolidated evidence set with a fresh marking spot-check, closing the quarter's equipment control cycle.\n\n**Inputs**\n- Every maintenance, movement, siting, and marking record logged since the last reconciliation — the step documents and Issue items from this and prior in-quarter cycles on the anchor Control item.\n- The in-service asset population from which to draw the spot-check sample (uploaded extract; no Asset item type).\n- The reconciliation package template; corrective actions are recorded as Issue items (no dedicated corrective-action type).\n- This step runs only when the reconciliation-due decision selected `due_this_cycle`.\n\n**Procedure**\n1. Compile every maintenance record, movement record, siting record, and marking verification logged since the last reconciliation into a single consolidated evidence package with coach-query-data.\n2. Draw a spot-check sample of in-service assets and run a fresh marking legibility and classification-consistency check against the sample, recording the result in the step result and supporting evidence.\n3. Cross-check the consolidated package for gaps: assets with maintenance due but unlogged, movements without monitoring evidence, and components without a verified marking. Create one Issue item per gap with coach-item-create (`issue_type: exception` or `deficiency`, `source: management_identified`, `issue_owner`, `target_remediation_date`) and link it to the anchor Control item with coach-items-link.\n4. Export the consolidated evidence set with coach-item-export and attach the reconciliation package with coach-document-upload.\n\n**Record in AssureSwarm** — Item create + relationship: one Issue per reconciliation gap (`issue_type: exception` or `deficiency`, `source: management_identified`, `issue_owner`, `target_remediation_date`), linked Issue ↔ anchor Control (coach-item-create, coach-items-link). Step result: the marking spot-check result, with supporting evidence attached. Step documents: the consolidated evidence set exported with coach-item-export and the reconciliation package attached with coach-document-upload.\n\n**Exit criteria** — The consolidated evidence set is complete across maintenance, movement, siting, and marking; the marking spot-check passed or every failure carries an owned corrective action; every gap found has a named owner and due date.","label":"Compile quarterly reconciliation evidence set","performedBy":{"primitives":["coach-query-data","coach-form-create","coach-item-create","coach-items-link","coach-export-package","coach-document-upload"]}},"id":"compile-quarterly-reconciliation-evidence-set"},{"data":{"description":"Automatically archive the authorized cycle record and carry open actions into the next cycle.","instructions":"**Objective** — Automatically preserve the authorized cycle record and its carry-forward actions after the preceding decision.\n\n**Inputs**\n- The full operating record for this cycle: the completed event branch and, if it ran, the quarterly reconciliation package.\n- Any open investigation, remediation, or corrective-action Issue item from the branches above.\n- The evidence repository and its retention policy. The control execution log is the set of archived workflow instances on the anchor Control item (no dedicated log field on Control).\n\n**Procedure**\n1. Export the full operating record with coach-workflow-export and archive it in the designated evidence repository under retention controls; record the archive location and reference.\n2. Ensure any open investigation, remediation, or corrective-action Issue item stays linked to the anchor Control item with coach-items-link (creating the carry-forward Issue with coach-item-create if one does not yet exist) so the next cycle's classify step picks it up as an explicit input.\n3. Record the cycle result — the event type handled and whether quarterly reconciliation was completed this cycle — in the closure record document; the archived workflow instances on the Control item collectively are the control execution log (no dedicated log field on Control).\n4. Attach the closure record with coach-document-upload.\n\n**Record in AssureSwarm** — Item relationship: open carry-forward Issue items kept linked to the anchor Control (coach-item-create for any new one, coach-items-link). Workflow instance: the full operating record exported and archived under retention (coach-workflow-export) — the instance on the Control item is the audit trail. Step document: the closure record listing carry-forward items and the cycle result (coach-document-upload).\n\n**Exit criteria** — The archived record is immutable and retrievable under retention; nothing remains open without a tracked owner; the authorized cycle record is complete.","label":"Close and archive","performedBy":{"primitives":["coach-workflow-export","coach-item-create","coach-items-link","coach-document-upload"]},"requiredApprovals":0},"id":"close-and-archive"}],"sourceTemplateId":"workflow-library:controls-equipment-maintenance-movement-marking-control"}