Document Retention Policy Manager for Network Deletion

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Solution Overview

Problem

Existing document retention policies face challenges in uniformly applying deletion criteria to all copies of electronic documents across network devices, particularly due to the difficulty in tracking and locating all copies, especially those stored on remote or inaccessible media, which can lead to legal and operational issues.

Innovation Solution

A document retention policy manager disseminates deletion criteria to network elements, which conduct audits and delete documents based on specified policies, using automatic or manual loading and auto-destruction code to handle removable media, ensuring comprehensive and secure deletion of electronic documents.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Reliability

If document retention policies are applied to electronic documents across network devices, then legal liability and costs are reduced, but the difficulty in locating and deleting all copies increases

Engineering Contradiction:

Improvecompleteness of document deletionVSAvoidcomplexity of tracking document copies

Core Design Contradiction:

ReliabilityVSDevice complexity

Solution Approach 1:

The system implements feedback mechanisms where network elements report back to the policy manager about document locations and deletion status. This feedback loop enables the system to track copies across the network and verify deletion completeness, resolving the contradiction between reliable deletion and tracking complexity.

Inventive Principle:

Principle #23Feedback

Solution Approach 2:

A central policy manager acts as an intermediary between document creators and network storage elements. This mediator coordinates deletion operations across the network, managing the complexity of tracking multiple copies while ensuring reliable deletion through centralized control and coordination.

Inventive Principle:

Principle #24Intermediary (Mediator)

2Reliability

If manual tracking of document copies is performed, then deletion completeness improves, but time and resources required increase

Engineering Contradiction:

Improvedeletion completenessVSAvoidtime for policy implementation

Core Design Contradiction:

ReliabilityVSLoss of time

Solution Approach 1:

The system performs preliminary actions by establishing document identification markers and tracking mechanisms at the time of document creation and distribution. This preliminary setup enables automatic tracking and deletion later, eliminating the need for time-consuming manual tracking while ensuring deletion completeness.

Inventive Principle:

Principle #10Preliminary action

Solution Approach 2:

The system implements self-service capabilities where network elements automatically report document locations and deletion status to the policy manager without human intervention. This automation reduces the time and resources required for manual tracking while maintaining reliable deletion across all document copies.

Inventive Principle:

Principle #25Self-service

3Productivity

If automated deletion systems are implemented, then operational efficiency improves, but the ability to handle removable and inaccessible media decreases

Engineering Contradiction:

Improvedeletion operation speedVSAvoidhandling of removable media

Core Design Contradiction:

ProductivityVSAdaptability or versatility

Solution Approach 1:

The system applies partial automation where readily accessible documents are deleted automatically through automated systems, while removable and inaccessible media are handled through alternative procedures. This partial approach maintains high productivity for the majority of documents while preserving adaptability for special cases.

Inventive Principle:

Principle #16Partial or excessive action

Solution Approach 2:

The deletion system is segmented into different operational modes: automated deletion for network-stored documents and manual/alternative processes for removable media. This segmentation allows the system to maintain high productivity for automated operations while preserving the versatility needed to handle inaccessible media through appropriate manual procedures.

Inventive Principle:

Principle #1Segmentation

Data Source

PatentUS7703125B2Approach for deleting electronic documents on network devices using document retention policies

Publication Date: 2010.04.20 RICOH CO LTD

AI summary

An approach is provided for deleting electronic documents using a document retention policy that specifies one or more deletion criteria for documents belonging to each of a plurality of document classifications. The document retention policy is defined by document retention policy data that is managed by a document retention policy manager. The document retention policy manager disseminates the document retention policy data to network elements over a communications network. The document retention policy manager determines whether a retention policy audit should be performed and if so, signals the network elements to conduct a retention policy audit. The network elements are configured to conduct the retention policy audit by deleting electronic documents in accordance with the document retention policy. Automatic or manual loading or auto-destruction code may be used to handle deleting electronic documents from removable media.