Document Management System Centralizes Ownership
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Solution Overview
Problem
Current online public file systems, such as Dropbox and Google Drive, are inadequate 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 symptoms rather than the root cause of ownership issues.
Innovation Solution
A cloud-based document management system that interfaces with public file systems, where the document management system acts as the owner of files on behalf of the organization, allowing centralized control and access, using APIs to manage file access and permissions, and transferring ownership of files from individual users to the document management system.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If files are owned by individual users in public file systems, then users can easily manage and share their own files, but organizations lose control over work-related documents when employees leave or accidentally delete files
Solution Approach 1:
The patent introduces an organizational layer as an intermediary between individual users and the file system. This organizational layer acts as a mediator that receives files from users, maintains organizational ownership and control policies, and manages file access permissions. The intermediary layer allows individual users to continue managing their files while ensuring the organization retains ultimate control and ownership of work-related documents.
2Reliability
If backup systems store copies of files outside the public file system, then accidental data loss can be recovered, but backup copies may be incomplete and only detect problems after they occur
Solution Approach 1:
The patent implements preliminary action by establishing organizational ownership and control mechanisms before files are lost or mismanaged. The system proactively maintains file metadata, access logs, and organizational policies in advance, enabling immediate detection and recovery of issues rather than waiting for problems to occur. This preliminary structuring of file ownership and control allows the organization to prevent data loss before it happens.
3Reliability
If security audit tools perform periodic scans of files, then sharing permission breaches can be detected, but security breaches are found only after they occur and sometimes long after
Solution Approach 1:
The patent implements continuous feedback mechanisms through the organizational layer that monitors file access and sharing permissions in real-time. As files move through the system and permissions are modified, the organizational ownership structure provides immediate feedback about potential security issues. This continuous monitoring and feedback loop allows the organization to detect and respond to security breaches immediately rather than waiting for periodic audits.
Data Source
AI summary
A system and method for document management are provided in which documents are managed in a file/document sharing system. The document management system imports a file owned by a human user into the document management system by transferring ownership of the file from the human user to the document management system and setting access permissions in the public file system for the imported file.