Records Management Integration with Digital Rights Enforcement

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Solution Overview

Problem

Existing content management and digital rights management systems fail to enforce retention policies on electronic content data once it is downloaded to a user's desktop, leading to potential data retention violations and loss of control over usage policies.

Innovation Solution

A system that integrates a records management system with a digital rights management system to enforce retention policies by defining and logging retention periods, and dynamically updating usage policies for electronic content data, ensuring compliance even after data is downloaded to a local computer.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Reliability

If digital rights management system controls usage of electronic content data with fixed usage policies, then access control and usage restrictions are improved, but flexibility to vary usage policies according to retention requirements deteriorates

Engineering Contradiction:

Improveaccess controlVSAvoidusage policy flexibility

Core Design Contradiction:

ReliabilityVSAdaptability or versatility

Solution Approach 1:

The patent transforms fixed, static usage policies into dynamic, adjustable policies. The records management system can now modify usage policies remotely and in real-time based on retention status. When records expire, the system dynamically updates usage policies to restrict access, ensuring policies adapt to changing retention requirements without requiring system reconfiguration.

Inventive Principle:

Principle #15Dynamics

Solution Approach 2:

The system changes the parameters of usage policies from fixed values to variable parameters that can be adjusted based on retention period expiration. The usage policies include parameters such as access rights, usage permissions, and expiration dates that can be modified remotely by the records management system according to the retention status of associated records.

Inventive Principle:

Principle #35Parameter changes

2Reliability

If records manager system enforces retention policies on electronic content data, then data retention compliance is improved, but control over downloaded copies on user desktops deteriorates

Engineering Contradiction:

Improveretention policy complianceVSAvoidcontrol over distributed data

Core Design Contradiction:

ReliabilityVSEase of operation

Solution Approach 1:

The system implements a feedback mechanism where the records management system continuously monitors the status of electronic content data and automatically responds by adjusting usage policies. When a record reaches its retention expiration date, the system detects this status and triggers automatic updates to associated usage policies, providing continuous feedback control over distributed copies without requiring manual intervention.

Inventive Principle:

Principle #23Feedback

Solution Approach 2:

The patent introduces usage policies as an intermediary mechanism between the records management system and distributed electronic content data. These usage policies act as mediators that carry retention requirements to downloaded copies, enabling the records management system to enforce retention policies on data located outside its direct control through user desktops and portable devices.

Inventive Principle:

Principle #24Intermediary (Mediator)

3Ease of operation

If electronic content data is downloaded to user desktop for usage, then accessibility and usability are improved, but retention policy enforcement deteriorates

Engineering Contradiction:

Improvedata accessibilityVSAvoidretention policy enforcement

Core Design Contradiction:

Ease of operationVSReliability

Solution Approach 1:

The system performs preliminary action by attaching usage policies with embedded retention requirements to electronic content data before it is downloaded or distributed to user desktops. These pre-configured usage policies contain expiration dates and usage restrictions that are enforced automatically when the data is accessed, ensuring retention policy enforcement is established in advance before distribution occurs.

Inventive Principle:

Principle #10Preliminary action

Data Source

PatentUS7720825B2System and method for enabling records management

Publication Date: 2010.05.18 X CORP

AI summary

A system, method, and computer program product for managing a retention period for electronic content data are disclosed. The method includes running a records manager system. The records manager system defines a retention period for a plurality of electronic content data. The records manager system instructs a digital rights manager system to protect each of the plurality of electronic content data. Each of the plurality of electronic content data are protected with at least one usage policy for at least one of the plurality of electronic content data related to the retention period as governed by the records manager system. The defined retention period is logged, for later auditing, for each of the plurality of the electronic content data.