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

• US 7,703,125 B2
• Filed: 07/14/2005
• Issued: 04/20/2010
• Est. Priority Date: 01/12/2005
• Status: Active Grant

• Current Assignee: Ricoh Company Limited
• Original Assignee: Ricoh Company Limited
• Inventors: Motoyama, Tetsuro
• Primary Examiner(s): Hoffman; Brandon S
• Application Number:
  US11/182,870
• Publication Number:
  US 20060156382A1
• Time in Patent Office: 1,741 Days
• Field of Search: None
• US Class Current: 726/1
• CPC Class Codes: G06F 21/6209 to a single file or object, e.g. in a secure envelope, encrypted and accessed using a key, or with access control rules appended to the object itself
• CPC Class Codes: G06F 2221/2137 Time limited access, e.g. to a computer or data
• CPC Class Codes: G06F 2221/2143 Clearing memory, e.g. to prevent the data from being stolen
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

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.

Claims

1. A computer-implemented method for deleting electronic documents, the computer-implemented method comprising:

at a network device, receiving a signal indicating that a retention policy audit should be conducted;

in response to the signal, performing the retention policy audit on the network device by

retrieving document retention policy data that specifies, for each of a plurality of electronic document classifications, one or more corresponding electronic document types and one or more deletion criteria that include a time duration that specifies how long electronic documents that are associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types should be maintained,

identifying, from the plurality of electronic document classifications, one or more electronic document classifications for which the corresponding time duration is satisfied,

identifying one or more electronic documents that are both associated with the identified one or more electronic document classifications and that are the same type as the one or more corresponding electronic document types,

causing the deletion of the one or more electronic documents that are both associated with the identified one or more electronic document classifications and of the one or more corresponding electronic document types, and

generating audit report data that indicates results of performing the retention policy audit; and

if a determination is made that an electronic document that is both associated with the identified one or more electronic document classifications and of the one or more corresponding electronic document types is stored on a removable medium that is not currently accessible, then

attempting to cause the removable medium to be made accessible, and if the removable medium can be made accessible, then

causing the electronic document to be deleted from the removable medium, and

updating the audit report data to indicate that the electronic document was deleted.

2. The computer-implemented method as recited in claim 1, wherein attempting to cause the removable medium to be made accessible includes signaling an automatic mounting mechanism to request that the removable medium be made accessible.

3. The computer-implemented method as recited in claim 1, further comprising if the removable medium cannot be made accessible, then signaling a user to request that the removable medium be made accessible.

4. A computer-readable volatile or non-volatile storage medium for deleting electronic documents, the computer-readable volatile or non-volatile storage medium storing instructions which, when processed by one or more processors, cause:

at a network device, receiving a signal indicating that a retention policy audit should be conducted;

in response to the signal, performing the retention policy audit on the network device by

retrieving document retention policy data that specifies, for each of a plurality of electronic document classifications, one or more corresponding electronic document types and one or more deletion criteria that include a time duration that specifies how long electronic documents that are associated with the electronic document classification and that are of the one or more corresponding electronic document types should be maintained,

identifying, from the plurality of electronic document classifications, one or more electronic document classifications for which the corresponding time duration is satisfied,

identifying one or more electronic documents that are both associated with the identified one or more electronic document classifications and that are the same type as the one or more corresponding electronic document types,

causing the deletion of the one or more electronic documents that are both associated with the identified one or more electronic document classifications and of the one or more corresponding electronic document types, and

generating audit report data that indicates results of performing the retention policy audit; and

if a determination is made that an electronic document that is both associated with the identified one or more electronic document classifications and of the one or more corresponding electronic document types is stored on a removable medium that is not currently accessible, then

attempting to cause the removable medium to be made accessible, and if the removable medium can be made accessible, then

causing the electronic document to be deleted from the removable medium, and

updating the audit report data to indicate that the electronic document was deleted.

5. The computer-readable volatile or non-volatile storage medium as recited in claim 4, wherein attempting to cause the removable medium to be made accessible includes signaling an automatic mounting mechanism to request that the removable medium be made accessible.

6. The computer-readable volatile or non-volatile storage medium as recited in claim 4, further storing additional instructions which, when processed by the one or more processors, cause if the removable medium cannot be made accessible, then signaling a user to request that the removable medium be made accessible.

7. An apparatus for deleting electronic documents, the apparatus configured to:

at a network device, receiving a signal indicating that a retention policy audit should be conducted;

in response to the signal, performing the retention policy audit on the network device by

retrieving document retention policy data that specifies, for each of a plurality of electronic document classifications, one or more corresponding electronic document types and one or more deletion criteria that include a time duration that specifies how long electronic documents that are associated with the electronic document classification and that are of the one or more corresponding electronic document types should be maintained,

identifying, from the plurality of electronic document classifications, one or more electronic document classifications for which the corresponding time duration is satisfied,

identifying one or more electronic documents that are both associated with the identified one or more electronic document classifications and that are the same type as the one or more corresponding electronic document types,

causing the deletion of the one or more electronic documents that are both associated with the identified one or more electronic document classifications and of the one or more corresponding electronic document types, and

generating audit report data that indicates results of performing the retention policy audit; and

if a determination is made that an electronic document that is both associated with the identified one or more electronic document classifications and of the one or more corresponding electronic document types is stored on a removable medium that is not currently accessible, then

attempting to cause the removable medium to be made accessible, and if the removable medium can be made accessible, then

causing the electronic document to be deleted from the removable medium, and

updating the audit report data to indicate that the electronic document was deleted.

8. The apparatus as recited in claim 7, wherein attempting to cause the removable medium to be made accessible includes signaling an automatic mounting mechanism to request that the removable medium be made accessible.

9. The apparatus as recited in claim 7, wherein the apparatus is further configured to if the removable medium cannot be made accessible, then signaling a user to request that the removable medium be made accessible.

10. A computer-implemented method for deleting electronic documents, the computer-implemented method comprising:

in response to detecting an operation to store an electronic document on a removable medium,

determining, from a plurality of electronic document classifications, an electronic document classification that has one or more corresponding electronic document types, at least one of which is the same type as the electronic document,

determining a time at which one or more deletion criteria will be satisfied based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, wherein the one or more deletion criteria include a time duration that specifies how long electronic documents should be maintained that are both associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types,

generating time data that indicates the time at which the one or more deletion criteria will be satisfied,

causing the electronic document to be stored on the removable medium,

causing the time data to be stored on the removable medium,

generating a set of one or more instructions which, when processed by one or more processors, cause the deletion of the electronic document from the removable medium on or after the time indicated by the time data, and

causing the set of one or more instructions to be stored on the removable medium.

11. The computer-implemented method as recited in claim 10, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the removable medium is inserted into an apparatus capable of processing the set of one or more instructions.

12. The computer-implemented method as recited in claim 10, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the electronic document is accessed.

13. The computer-implemented method as recited in claim 10, wherein the electronic document and the set of one or more instructions are stored together in a single file.

14. The computer-implemented method as recited in claim 10, further comprising causing file association data to be generated and stored on the removable medium, wherein the file association data causes the set of one or more instructions to be processed when the electronic document is accessed.

15. A computer-readable volatile or non-volatile storage medium for deleting electronic documents, the computer-readable volatile or non-volatile storage medium storing instructions which, when processed by one or more processors, cause:

in response to detecting an operation to store an electronic document on a removable medium,

determining, from a plurality of electronic document classifications, an electronic document classification that has one or more corresponding electronic document types, at least one of which is the same type as the electronic document,

determining a time at which one or more deletion criteria will be satisfied based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, wherein the one or more deletion criteria include a time duration that specifies how long electronic documents should be maintained that are both associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types,

generating time data that indicates the time at which the one or more deletion criteria will be satisfied,

causing the electronic document to be stored on the removable medium,

causing the time data to be stored on the removable medium,

generating a set of one or more instructions which, when processed by one or more processors, cause the deletion of the electronic document from the removable medium on or after the time indicated by the time data, and

causing the set of one or more instructions to be stored on the removable medium.

16. The computer-readable volatile or non-volatile storage medium as recited in claim 15, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the removable medium is inserted into an apparatus capable of processing the set of one or more instructions.

17. The computer-readable volatile or non-volatile storage medium as recited in claim 15, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the electronic document is accessed.

18. The computer-readable volatile or non-volatile storage medium as recited in claim 15, wherein the electronic document and the set of one or more instructions are stored together in a single file.

19. The computer-readable volatile or non-volatile storage medium as recited in claim 15, further comprising additional instructions which, when processed by the one or more processors, cause file association data to be generated and stored on the removable medium, wherein the file association data causes the set of one or more instructions to be processed when the electronic document is accessed.

20. An apparatus for deleting electronic documents, the apparatus configured to:

in response to detecting an operation to store an electronic document on a removable medium,

determining, from a plurality of electronic document classifications, an electronic document classification that has one or more corresponding electronic document types, at least one of which is the same type as the electronic document,

determining a time at which one or more deletion criteria will be satisfied based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, wherein the one or more deletion criteria include a time duration that specifies how long electronic documents should be maintained that are both associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types,

generating time data that indicates the time at which the one or more deletion criteria will be satisfied,

causing the electronic document to be stored on the removable medium,

causing the time data to be stored on the removable medium,

generating a set of one or more instructions which, when processed by one or more processors, cause the deletion of the electronic document from the removable medium on or after the time indicated by the time data, and

causing the set of one or more instructions to be stored on the removable medium.

21. The apparatus as recited in claim 20, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the removable medium is inserted into an apparatus capable of processing the set of one or more instructions.

22. The apparatus as recited in claim 20, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the electronic document is accessed.

23. The apparatus as recited in claim 20, wherein the electronic document and the set of one or more instructions are stored together in a single file.

24. The apparatus as recited in claim 20, wherein the apparatus if further configured to cause file association data to be generated and stored on the removable medium, wherein the file association data causes the set of one or more instructions to be processed when the electronic document is accessed.

25. A computer-implemented method for deleting electronic documents, the computer-implemented method comprising:

in response to detecting an operation to attach an electronic document to an email,

determining, from a plurality of electronic document classifications, an electronic document classification that has one or more corresponding electronic document types, at least one of which is the same type as the electronic document,

determining a time at which one or more deletion criteria will be satisfied based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, wherein the one or more deletion criteria include a time duration that specifies how long electronic documents should be maintained that are both associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types,

generating time data that indicates the time at which the one or more deletion criteria will be satisfied,

causing the electronic document to be attached to the email,

causing the time data to be included with the email,

generating a set of one or more instructions which, when processed by one or more processors, cause the deletion of the electronic document on or after the time indicated by the time data, and

causing the set of one or more instructions to be included with the email.

26. The computer-implemented method as recited in claim 25, wherein the set of one or more instructions are included with the email in a manner such that the set of one or more instructions are processed when the electronic document is accessed.

27. The computer-implemented method as recited in claim 25, wherein the electronic document and the set of one or more instructions are stored together in a single file.

28. The computer-implemented method as recited in claim 25, further comprising causing file association data to be generated and included with the email, wherein the file association data causes the set of one or more instructions to be processed when the electronic document is accessed.

29. A computer-readable volatile or non-volatile storage medium for deleting electronic documents, the computer-readable volatile or non-volatile storage medium storing instructions which, when processed by one or more processors, cause:

in response to detecting an operation to attach an electronic document to an email,

determining, from a plurality of electronic document classifications, an electronic document classification that has one or more corresponding electronic document types, at least one of which is the same type as the electronic document,

determining a time at which one or more deletion criteria will be satisfied based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, wherein the one or more deletion criteria include a time duration that specifies how long electronic documents should be maintained that are both associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types,

generating time data that indicates the time at which the one or more deletion criteria will be satisfied,

causing the electronic document to be attached to the email,

causing the time data to be included with the email,

generating a set of one or more instructions which, when processed by one or more processors, cause the deletion of the electronic document on or after the time indicated by the time data, and

causing the set of one or more instructions to be included with the email.

30. The computer-readable volatile or non-volatile storage medium as recited in claim 29, wherein the set of one or more instructions are included with the email in a manner such that the set of one or more instructions are processed when the electronic document is accessed.

31. The computer-readable volatile or non-volatile storage medium as recited in claim 29, wherein the electronic document and the set of one or more instructions are stored together in a single file.

32. The computer-readable volatile or non-volatile storage medium as recited in claim 29, further comprising additional instructions which, when processed by the one or more processors, cause file association data to be generated and stored with the email, wherein the file association data causes the set of one or more instructions to be processed when the electronic document is accessed.

33. An apparatus for deleting electronic documents, the apparatus configured to:

in response to detecting an operation to attach an electronic document to an email,

determining, from a plurality of electronic document classifications, an electronic document classification that has one or more corresponding electronic document types, at least one of which is the same type as the electronic document,

determining a time at which one or more deletion criteria will be satisfied based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, wherein the one or more deletion criteria include a time duration that specifies how long electronic documents should be maintained that are both associated with the electronic document classification and that are the same type as the one or more corresponding electronic document types,

generating time data that indicates the time at which the one or more deletion criteria will be satisfied,

causing the electronic document to be attached to the email,

causing the time data to be included with the email,

generating a set of one or more instructions which, when processed by one or more processors, cause the deletion of the electronic document from the removable medium on or after the time indicated by the time data, and

causing the set of one or more instructions to be included with the email.

34. The apparatus as recited in claim 33, wherein the set of one or more instructions are stored on the removable medium in a manner such that the set of one or more instructions are processed when the electronic document is accessed.

35. The apparatus as recited in claim 33, wherein the electronic document and the set of one or more instructions are stored together in a single file.

36. The apparatus as recited in claim 33, wherein the apparatus if further configured to cause file association data to be generated and included with the email, wherein the file association data causes the set of one or more instructions to be processed when the electronic document is accessed.