Web Service for Multi-Email Mailbox Search and Data Preservation
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Solution Overview
Problem
Existing email data store systems lack efficient methods to determine which email mailboxes are searchable across multiple mailboxes and to preserve data items for later access, especially in scenarios where multiple programs and users need to search and hold specific items for compliance or legal purposes.
Innovation Solution
A web service is developed to query an email data store to identify searchable mailboxes based on version and permissions, allowing multiple programs and users to search these mailboxes and place holds on items found, ensuring data preservation for later access.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Reliability
If a web service queries an email data store to determine which mailboxes are searchable across multiple mailboxes, then data preservation capability is improved, but system complexity increases
Solution Approach 1:
A web service is introduced as an intermediary component between users and the email data store. This web service receives requests, determines searchable mailboxes by querying the data store, and manages the search process. The intermediary handles the complexity of multi-mailbox search coordination and data preservation logic, isolating system complexity within a dedicated service layer while improving overall data preservation capability.
2Productivity
If multiple programs and users search multiple email mailboxes simultaneously, then productivity is improved, but measurement precision of searchable mailboxes deteriorates
Solution Approach 1:
The web service performs preliminary actions by first querying the email data store to determine which mailboxes are searchable before executing the actual search. This preliminary determination step establishes an accurate list of searchable mailboxes with appropriate versions and permissions, ensuring measurement precision is maintained even as multiple programs and users conduct searches simultaneously, thereby improving overall productivity.
3Reliability
If the web service places holds on data items for preservation, then data retention compliance is improved, but loss of time in accessing and managing held items increases
Solution Approach 1:
The web service implements self-service functionality by automatically placing holds on data items identified during the search process. When the web service searches mailboxes and identifies items matching search criteria, it automatically places preservation holds on relevant items without requiring manual intervention. This automation improves data retention compliance while reducing the time loss associated with manual hold placement and management.
Data Source
AI summary
Embodiments are directed to determining in an email data store which of a plurality of email mailboxes is searchable, to searching multiple mailboxes in an email data store and to preserving data items that are placed on hold. In an embodiment, a web service receives a request to determine which among many different email mailboxes is available for searching. The web service allows multiple different programs to search the email data store. The web service sends a query to the email data store to determine which email mailboxes are available for searching. The web service also returns a list of those email mailboxes which are searchable in the data store. The searchable mailboxes have an appropriate, specified version and permissions indicating that the mailbox is searchable.