File Document Management Server Expiration Enforcement
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Solution Overview
Problem
Conventional file document management systems inadequately protect confidential information stored on client PCs, as security measures are insufficient once files are transmitted and stored, lacking effective management and expiration date enforcement.
Innovation Solution
A file document management server with input and output interfaces, memory, and a controller that manages file document transmission by storing transmission management information, including expiration dates and status updates, to ensure secure storage and deletion of files based on expiration dates and user instructions.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If file documents are transmitted to client PCs for storage, then accessibility and convenience are improved, but security of confidential information deteriorates because files remain stored on dispersed client devices
Solution Approach 1:
The server performs preliminary actions by setting expiration dates and automatically deleting files before they can be compromised. The system proactively manages file lifecycles by scheduling deletions in advance, ensuring files are removed from client devices after their intended use period, thus maintaining security while preserving accessibility during the valid period.
Solution Approach 2:
The server implements feedback mechanisms by tracking file access status and expiration dates. The system continuously monitors which files have been transmitted to which clients and automatically enforces deletion policies based on expiration dates, creating a closed-loop security management system that adapts to file usage patterns.
2Duration of action of stationary object
If files are stored indefinitely on client PCs, then long-term availability is improved, but security risk increases due to prolonged exposure of confidential information
Solution Approach 1:
The system transforms static indefinite storage into dynamic time-limited storage. Expiration dates are assigned to files, making the storage duration flexible and controllable. The server automatically adjusts file retention periods based on predetermined policies, enabling the system to adapt storage duration to security requirements while maintaining availability during the valid period.
Solution Approach 2:
The server changes the parameter of storage duration by implementing expiration dates. Files transition from permanent storage to temporary storage with defined lifecycles. This parameter change enables automatic deletion after the expiration date, reducing security risks associated with long-term storage while preserving files for the necessary duration.
3Reliability
If manual password protection is used, then basic security is improved, but security management effectiveness deteriorates because files remain accessible once opened
Solution Approach 1:
The server acts as an intermediary between file creation and file access. Instead of relying solely on client-side password protection, the server mediates file distribution by controlling transmission and enforcing deletion policies. This intermediary role enables centralized security management without adding complexity to client devices, as the server handles expiration date enforcement and automatic deletion.
Data Source
AI summary
According to an embodiment, a file document management server includes a controller and a memory. The memory stores expiration date information which indicates an expiration date of file documents which have been transmitted to a client device, and status information which indicates a storage state or a deletion state of the file documents of the client device to which the file documents have been transmitted. The controller changes the status information from a storage state to a deletion state when the expiration date passes.