Dynamic Document Retention for Multi-Owner Systems
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Solution Overview
Problem
Traditional document management systems (DMS) lack flexibility in document retention policies, particularly in multi-owner environments where documents may need to be retained until specific events occur, as they rely on centralized, time-based approaches that do not allow for fine-grained control by document owners and cannot handle multiple owners with different retention requirements.
Innovation Solution
A dynamic document retention system that allows document owners to register individual, event-based retention policies, enabling more control over document lifetime through a generic plug-in feature, which can be time-based or event-based, and includes a retention service and plug-in registry to manage ownership and policy updates.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If a centralized time-based retention policy is used, then the system is simple to manage, but it lacks flexibility for multi-owner environments and cannot accommodate event-based retention requirements
Solution Approach 1:
The patent segments the centralized retention policy into multiple owner-specific retention policies. Each document owner can define their own retention policy independently, allowing the system to handle diverse retention requirements without requiring a completely new centralized control mechanism. This segmentation enables flexibility while maintaining manageable complexity through modular policy definitions.
Solution Approach 2:
The patent introduces dynamic retention policies that can change based on events rather than being static time-based rules. The system allows retention policies to be updated, modified, and adjusted dynamically as document ownership changes or events occur, transforming the rigid time-based approach into a flexible event-driven model that adapts to multi-owner environments.
2Adaptability or versatility
If a single document owner defines retention policy, then the policy enforcement is straightforward, but multiple owners with different retention requirements cannot be accommodated
Solution Approach 1:
The patent merges multiple owner-specific retention policies into a unified document retention decision. The system combines the retention policies of all document owners and determines document retention based on the collective agreement or override mechanisms. This merging approach allows multiple owners with different requirements to coexist while maintaining a coherent retention decision process.
Solution Approach 2:
The patent introduces an intermediary retention policy evaluation mechanism that mediates between conflicting owner policies. This intermediary layer evaluates all owner retention policies, determines consensus or conflicts, and applies override policies when necessary, facilitating coordinated retention decisions without requiring direct negotiation between owners.
3Reliability
If documents are retained based on fixed time periods, then the retention process is automated, but documents may be deleted prematurely or retained too long without event-based control
Solution Approach 1:
The patent changes the fundamental parameter of retention control from fixed time periods to event-based triggers. Instead of using static time intervals, the system uses dynamic event parameters such as document ownership changes, business process completions, or other significant events to determine retention timing. This parameter change significantly improves retention accuracy while maintaining automation through event monitoring and automatic policy application.
4Ease of operation
If all document owners must agree on document deletion, then individual owner control is maximized, but the deletion process becomes complex and slow
Solution Approach 1:
The patent implements a partial agreement mechanism where not all owner policies need to be equally weighted for deletion decisions. The system allows override policies that can bypass full consensus requirements in certain cases, enabling faster deletion when appropriate while still providing individual owner control through the ability to define override conditions. This partial action approach balances individual control with processing efficiency.
Data Source
AI summary
A system for dynamic document retention, in a multi-owner environment that includes a document management system, registers, in a retention service, plural different document owners for a same document. The system receives a different owner-defined document retention policy for the document from each of the document owners, and registers, in a plug-in registry, the policies. In response to a scheduler or a document owner, the system triggers an update of a document retention policy, adds/deletes a document owner from the document, and/or deletes the document when there are no remaining document owners. The document management system includes a retention service that tracks the owners of the same document(s), the plug-in registry that tracks the different document retention policies of the different document owners, and an optional scheduler. The event-based retention policies can be responsive to events occurring internal to or external to the document management system.