Method for managing the retention of electronic documents in an interactive information handling system

• US 4,899,299 A
• Filed: 12/23/1987
• Issued: 02/06/1990
• Est. Priority Date: 12/23/1987
• Status: Expired due to Term

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: MacPhail, Margaret G.
• Primary Examiner(s): NOT, DEFINED
• Assistant Examiner(s): NOT, DEFINED
• Application Number:
  US07/138,231
• Time in Patent Office: 776 Days
• Field of Search: 364/408, 364/570, 364/401, 364/403, 364/406, 364/407, 364/518, 364/200, 364/300, 364/900, 340/825.06, 340/706
• US Class Current: 1/1
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 2216/09 Obsolescence
• CPC Class Codes: G06Q 10/109 Time management, e.g. calendars, reminders, meetings or time accounting
• CPC Class Codes: Y10S 707/99955 Archiving or backup
• CPC Class Codes: Y10S 715/971 Cooperative decision support systems for group of users

Abstract

A method of managing the retention and deletion of electronic documents in which the respective document retention needs of the document owners and the document retention criteria of the enterprise that functions as the central administration of the system are achieved without compromise by establishing a dual label for each document that is to be stored in the system and allowing a different expiration date to be entered into the system for each label. The first label is referred to as the Document Label (DL) and functions to identify the business use classification of the document. The second label is referred to as the Ownership Label (OL) and functions to identify a document classification assigned by the owner, which in most situations is the author. The separate expiration dates associated with each of the labels are referred to as the Ownership expiration date and the Document expiration date. The ownership expiration date is set by the owner to indicate the length of time that he desires ownership of the document. Ownership implies the authority and responsibility for the document during the ownership period. A System Administrator (SA) for example establishes the document expiration date. Each document filed in the system has associated with it the label and expiration date criteria that are employed to automatically manage the retention and deletion of the electronic documents stored by the system in accordance with some simple algorithm that allows a document to be deleted only when a particular relationship exists among a current date and the two expiration dates.

Claims

1. A method for automatically controlling the retention and deletion of a plurality of electronic documents of different types stored in an interactive information handling system by a plurality of end users, each said stored document being assigned to either one of said end users or an administrator of said system to insure that said documents are retained in said system until the latest of two independently established expiration dates, said method comprising the steps of,

(A) storing in said system in association with each said document, first and second expiration dates which have been selected respectively in accordance with first and second different criteria, said first and second criteria reflecting future retention needs for said type of document respectively of said one of said end users and said administrator,

(B) periodically logically comparing with said system each said expiration date with a current date to determine if a predetermined relationship exists among said dates for each of said plurality of documents, and

(C) deleting said associated document only when said step of comparing indicates that said current date is later than both of said expiration dates.

2. The method recited in claim 1 including the further steps of,

(A) selecting said first expiration date for each said type of document based on said needs of said one end user to access said document, and

(B) selecting said second expiration date for each said type of document based on said needs of said administrator to retain said type of document.

3. The method recited in claim 2 including the further steps of,

(A) establishing in said system for each said type of document first and second classification labels, each of which is associated respectively with said first and second expiration dates, and

(B) assigning said labels to each said document of said type at the time said document is initially stored.

4. The method recited in claim 3 in which said system includes a keyboard and said step of assigning includes the further step of

(A) interactively entering said first and second labels into said system by said one end user operating said keyboard prior to said document being stored.

5. The method recited in claim 4 in which said system includes a display device and said step of interactively entering includes the further step of,

(A) displaying on said device with said system a screen of information which prompts said one end user to enter said labels.

6. The method recited in claim 5 including the further step of,

(A) initially displaying to said one end user, after said one end user has created a document, a menu having a plurality of options to prompt said operator to select one said option to cause said screen of information to be displayed.

7. The method recited in claim 6 in which said step of displaying a screen of information includes,

(A) displaying a plurality of said first labels and a plurality of said second labels each of which have been previously approved for said system and for said one said owner.

8. The method recited in claim 1 in which said step of logically comparing includes the further step of,

(A) assigning said associated said document to said administrator automatically with said system when said current date equals said first said expiration date.

9. The method recited in claim 8 in which said step of logically comparing includes the further step of,

(A) providing an indication to said system when said current date is later than both said expiration dates to cause said system to delete said associated document.

10. A method of managing retention and deletion of electronic documents in a computer system having a plurality of different types of stored documents and a plurality of end users, said method comprising the following combination of sequential steps,

(A) establishing a set of document descriptors for said stored documents including a plurality of default document expiration dates, each of which is assigned to one of said document types to cause each said document of said one said type that is not owned by one of said end users to be automatically deleted from said system after said default document expiration date, and a plurality of document ownership dates each of which is assignable to one said document by one of said end users,

(B) assigning with said system one of said document ownership dates to a selected one of said stored documents based on said document descriptors, and

(C) assigning the ownership of said selected document to said end user who assigned said document ownership date to said document, to insure said selected document is retained in said system until said assigned document ownership date.