Cloud Document Management System for Enterprise Ownership Control
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Solution Overview
Problem
Existing online file sharing systems, such as Dropbox and Google Drive, do not scale well for large organizations as they rely on individual user ownership of documents, leading to loss of critical information when employees leave or files are accidentally deleted, and existing backup and security audit solutions only address issues after they occur, failing to manage corporate document ownership effectively.
Innovation Solution
A cloud-based document management system that interfaces with public file sharing systems, where the system acts as the owner of company files, allowing centralized control and access, using APIs and cloud computing resources to manage and store documents, ensuring continuity even if users leave the organization.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If files are owned by individual users in online file sharing systems, then users can easily manage and share their own documents, but the organization loses control over work-related documents when employees leave or accidentally delete files
Solution Approach 1:
The patent segments document ownership into two distinct layers: individual user ownership for personal files and organizational ownership for work-related documents. This is achieved through a dual-ownership model where users retain control over personal documents while the organization maintains control over corporate assets through metadata tagging and permission management systems.
Solution Approach 2:
The patent introduces an intermediary layer (the organization's document management system) that sits between individual users and the file sharing platform. This intermediary manages organizational documents by tagging them with metadata, enforcing access policies, and maintaining audit trails, thereby preventing accidental deletion and ensuring continuity when employees leave.
2Reliability
If backup systems store copies of files outside the file sharing system, then accidental data loss can be recovered, but backup copies may be incomplete and restoration takes time
Solution Approach 1:
The patent implements preliminary action by continuously maintaining up-to-date metadata and permission information in the organizational document management system before any loss occurs. This pre-established structure allows for immediate restoration of not just file content but also collaborative comments, version history, and access permissions, eliminating the time lag associated with traditional backup restoration.
Solution Approach 2:
The patent enhances traditional backup by creating comprehensive copies that include not only file content but also collaborative metadata such as comments, version history, and permission settings. This ensures that restored documents retain all contextual information necessary for continued collaborative work.
3Reliability
If security audit tools scan files periodically to detect sharing breaches, then security issues can be identified, but problems are detected only after they have already occurred
Solution Approach 1:
The patent implements continuous feedback mechanisms through real-time monitoring of document access and sharing activities. The system automatically tracks permission changes, generates audit trails, and provides immediate alerts when unauthorized access or policy violations occur, enabling proactive security management rather than reactive detection.
Solution Approach 2:
The patent enables self-service through automated permission management and policy enforcement. The system automatically applies organizational policies to documents, manages user permissions, and generates security reports without requiring manual intervention, thereby providing continuous security monitoring with zero time delay.
Data Source
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AI summary
A system and method for document management are provided in which documents are managed in a file/document sharing system.