records-check-expiring-documents

records-check-expiring-documents

Trigger: Called by records-document-audit Produces: Expiration report with per-document status, renewal lead times, and specific action steps

What It Does

This flow reads the complete document inventory from the vault and validates every document with an expiration date against a 12-month warning horizon. It applies document-specific renewal lead times — not a generic warning — because passport renewal takes 10–13 weeks while driver's license renewal can typically be done in a day.

The flow processes six document categories with distinct expiration and renewal rules:

Passport: US passports are valid for 10 years for adults (16+) and 5 years for minors under 16. The 6-month rule for international travel: most countries require your passport to be valid for at least 6 months beyond your planned travel dates — effectively shortening the usable life of your passport by 6 months. Renewal lead time: standard processing is 10–13 weeks; expedited processing is 4–6 weeks ($60 additional fee); passport card is a less expensive option for US, Mexico, Canada, and Caribbean travel only ($30 renewal). Renewal can begin at any time before expiration — many financial planners recommend renewing 9–12 months before the expiration date to avoid the rush. Flag: entering the 12-month window.

Driver's License: Renewal cycles vary by state: 4 years (CA, NY, most states), 6 years (TX, FL), 8 years (several states). REAL ID-compliant licenses (gold star marker) are required for domestic flights and federal building access as of May 2025. If the user's license is not REAL ID-compliant, flag this as a separate action item regardless of expiration date. Renewal lead time: typically 1–2 weeks if done online; may require in-person DMV visit for first-time REAL ID. Flag: entering the 90-day window.

Global Entry: Valid for 5 years. Conditional approval for renewal can begin 6 months before expiration — highly recommended as processing times have been 12–18 months for new applications in recent years; renewals are faster but still take several months. If Global Entry is allowed to expire, the user loses TSA PreCheck access as well. Flag: entering the 6-month window.

TSA PreCheck: Valid for 5 years. Renewal opens 6 months before expiration. Renewal fee: $78. Renewal typically processes in 3–5 weeks and can be done entirely online if renewing with the same provider. Flag: entering the 6-month window.

Nexus/SENTRI: Similar to Global Entry. Valid for 5 years. Includes both Global Entry and TSA PreCheck benefits plus expedited Canada/Mexico border crossing. Renewal timing: start 6 months before expiration. Flag: entering the 6-month window.

Legal documents (no formal expiration): Will, power of attorney, healthcare directive, and living will do not expire legally, but they can become effectively outdated as life circumstances change. Standard recommendation: review every 3–5 years, or after any major life event (marriage, divorce, birth of child, death of a beneficiary, significant change in assets, relocation to a different state — state law governs POA and healthcare directive enforceability). The flow flags any legal document not reviewed in more than 3 years as "review recommended." If the will was created before the birth of a child or before marriage, this is flagged as a high-priority review regardless of the 3-year threshold.

Professional licenses and certifications: Any professional license (real estate license, CPA, nursing license, contractor's license, etc.) or credential with an expiration date. Renewal requirements vary by profession and state. Flag: entering the 6-month window.

Steps

1. Read document inventory from ~/Documents/aireadylife/vault/records/00_current/ and ~/Documents/aireadylife/vault/records/00_current/
2. For each document with an expiration date: calculate days until expiration
3. Apply document-specific alert thresholds: passport (365 days), driver's license (90 days), Global Entry/TSA PreCheck/Nexus (180 days), professional license (180 days)
4. For documents within threshold: calculate the "start renewal by" date using renewal lead times
5. Check if any identity document is past the "start renewal by" date — flag as urgent
6. Check each passport against the 6-month international travel rule; note effective travel deadline
7. Check REAL ID compliance for driver's licenses; flag non-compliant licenses regardless of expiration
8. Read legal document review dates; flag any not reviewed in 3+ years
9. Check for life events in config that may have rendered legal documents outdated (marriage, birth, divorce) since last review
10. Return structured expiration report with per-document status and action items

Input

• ~/Documents/aireadylife/vault/records/00_current/ — identity document records
• ~/Documents/aireadylife/vault/records/00_current/ — legal document records
• ~/Documents/aireadylife/vault/records/01_prior/ — prior period records for trend comparison
• ~/Documents/aireadylife/vault/records/config.md — household members, recent life events

Output Format

Document Expiration Report

Document	Holder	Expires	Days	Alert Window	Renewal Lead Time	Start Renewal By	Status
Passport	Alex	2025-06-15	245	365 days	10–13 weeks	2025-03-16	⚠ START RENEWAL
Driver's License	Alex	2026-01-15	460	90 days	1–2 weeks	2025-10-15	on track
Global Entry	Alex	2025-09-01	320	180 days	3–6 months	2025-03-01	⚠ RENEW NOW

Legal Document Review Flags: | Document | Last Reviewed | Recommended Review | Trigger |

Action Items: Per flagged document: title, holder, action steps, official renewal portal link, cost

Configuration

Required in ~/Documents/aireadylife/vault/records/config.md:

• household_members — list of all people whose documents are tracked
• recent_life_events — marriage, divorce, birth, relocation in the past 5 years (for legal document review trigger)

Error Handling

• If document has no expiration date in vault: note "No expiration date — add to document record"
• If document holder is not set: assign to "Primary" and note
• If legal document has no review date: flag immediately as "review date unknown — schedule review"

Vault Paths

• Reads from: ~/Documents/aireadylife/vault/records/01_prior/ — prior period records
• Reads from: ~/Documents/aireadylife/vault/records/00_current/
• Reads from: ~/Documents/aireadylife/vault/records/00_current/
• Reads from: ~/Documents/aireadylife/vault/records/config.md
• Writes to: ~/Documents/aireadylife/vault/records/00_current/YYYY-MM-expiration-report.md