Offsite Tape Retrieval System

Hello people, I am hoping you can help me...

I have been tasked at work with creating a tape retrieval system, i.e. we send tapes offsite to a 'remote' location, after N amount of time or years we need to retrieve them.

I know I could set up a reminder system on oulook, but to be honest, I don't trust it. I am also aware that a system can be set up with cron to send emails asking for a tape returns but not convinced this can be done for a tape to be returned over a year later, some tapes would be offsite for seven years.

Is there any software or way I can program through cron or batch file to retrieve offsite tapes?

Sorry for being so long winded, but any help would be really appreciated!

Dave.