Method and computer-readable medium for formula-based document retention

• US 7,801,863 B2
• Filed: 03/04/2005
• Issued: 09/21/2010
• Est. Priority Date: 03/04/2005
• Status: Active Grant

• Current Assignee: Microsoft Technology Licensing LLC (Microsoft Corporation)
• Original Assignee: Microsoft Corporation
• Inventors: Brown, Adrian, Gur-esh, Ethan D., Cahill, Jason M., Brown, Kevin Lane
• Primary Examiner(s): Jalil; Neveen Abel
• Assistant Examiner(s): RADTKE, MARK A
• Application Number:
  US11/072,658
• Publication Number:
  US 20060218198A1
• Time in Patent Office: 2,027 Days
• Field of Search: 707/200, 707/204, 707/663
• US Class Current: 707/663
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

A method and computer-readable medium are provided for formula-based document retention. According to the method, a retention formula and a retention action are defined for one or more items. The retention formula is utilized to calculate a retention date for each item. The retention action specifies the action that should be taken on or after the retention date. The retention date for one or more items is initially calculated using the retention formula for the items. A retention service may be periodically executed to identify any items having a retention date earlier than the current date. If any items are identified that have a retention date earlier than the current date, the retention service recalculates the retention date for these items utilizing the corresponding retention formula. If the recalculated retention date for any item is still prior to the current date, the retention action for the item is executed.

Claims

1. A computer-readable storage medium having computer-executable instructions stored thereon which, when executed by a computer, perform a method for formulated document retention, the method executed by the computer-executable instructions comprising:

receiving a retention period type defining a retention date, the retention period type comprising at least one of the following;

a property time period based on at least one property of at least one item, a workflow time period set by a workflow of the at least one item, and a custom time period based on a custom code defined by a user, wherein receiving the retention period type defining the retention date comprises;

in response to the retention period type comprising the property time period based on the at least one property of the at least one item, providing a user interface comprising a drop-down menu for selecting at least one of the following;

date properties and time properties of the at least one item to be associated with the property time period,

permitting, within the user interface, a specification of an additional amount of time to be added to the retention period type, wherein the resultant retention period is based on the retention period type specified by the drop-down menu property selection and the specified additional amount of time, and

receiving the retention period type defining the retention date that is not based on a fixed date and changes when the at least one item is modified;

periodically identifying the at least one item having the retention date prior to a current date;

recalculating the retention date based upon a retention formula, the retention formula corresponding to an item type of the at least one item and implementing a user defined retention policy associated with the at least one item, wherein recalculating the retention date based upon the retention formula comprises recalculating the retention date based on the retention formula comprising at least one of the following variables;

a date and a time property;

determining if the recalculated retention date is prior to the current date;

executing a retention action for the at least one item having the recalculated retention date that is prior to the current date, wherein executing the retention action for the at least one item having the recalculated retention date that is prior to the current date comprises executing a plug-in, the plug-in being specified by the user for performing an arbitrary custom action specified for the retention action;

receiving a request to open the at least one item; and

in response to the request, recalculating the retention date for the at least one item to be opened utilizing the retention formula.

2. The computer-readable storage medium of claim 1, further comprising:

calculating, prior to periodically identifying the at least one item having the associated retention date prior to the current date, the retention date for the at least one item by utilizing the retention formula.

3. The computer-readable storage medium of claim 1, further comprising:

calculating, prior to periodically identifying the at least one item having the associated retention date prior to the current date, the retention date for the at least one item by executing the plug-in.

4. The computer-readable storage medium of claim 1, wherein executing the retention action comprises deleting the at least one item.

5. The computer-readable storage medium of claim 1, wherein executing the retention action comprises moving the at least one item.

6. The computer-readable storage medium of claim 1, wherein executing the retention action comprises archiving the at least one item.

7. The computer-readable storage medium of claim 1, wherein executing the retention action comprises modifying the item type of the at least one item.

9. The method of claim 1, wherein executing the retention service comprises executing the retention service periodically based upon a schedule.

10. The method of claim 9, wherein executing the retention service comprises executing the retention service at a server computer.

11. The method of claim 9, wherein executing the retention service comprises executing the retention service at a client computer.

12. The method of claim 1, wherein the retention service is operative to delete an item with retention action execution.

13. The method of claim 1, wherein the retention service is operative to move an item with retention action execution.

14. The method of claim 1, wherein the retention service is operative to archive an item with retention action execution.

15. The method of claim 1, wherein the retention service is operative to modify a type for an item with retention action execution.

8. A method for document retention based on a retention formula, the method comprising:

receiving the retention formula for at least one item and a retention action for the at least one item, the retention formula corresponding to an item type and implementing a user defined retention policy, wherein the user defined retention policy comprises at least one of the following;

a property time period for defining a retention date based on at least one property of the at least one item, a workflow time period for defining the retention date set by a workflow of the at least one item, and a custom time period for defining the retention date based on a custom code defined by a user, wherein receiving the retention period type defining the retention date comprises;

in response to the retention period type comprising the property time period based on the at least one property of the at least one item, providing a user interface comprising a drop-down menu for selecting at least one of the following;

date properties and time properties of the at least one item for setting the property time period,

permitting, within the user interface, a specification of an additional amount of time to be added to the retention period type, wherein the resultant retention period is based on the retention period type specified by the drop-down menu property selection and the specified additional amount of time, and

receiving the retention period type defining the retention date that is not based on a fixed date and changes when the at least one item is modified;

calculating the retention date for the at least one item utilizing the retention formula; and

executing a retention service operative to;

identify the at least one item having the retention date earlier than a current date,

recalculate a retention date utilizing the retention formula comprising at least one of the following variables;

at least one date and at least one time property,

determine whether the recalculated retention date is earlier than the current date,

execute a retention action for the at least one item having the recalculated retention date that is earlier than the current date, the retention action for the at least one item having the recalculated retention date that is prior to the current date being specified by the user for performing an arbitrary custom action executed by a specified plug-in,

receiving a request to open the at least one item; and

in response to the request, recalculating the retention date for the at least one item to be opened utilizing the retention formula.

16. A system for providing formulated document retention, the system comprising:

a memory storage; and

a processing unit coupled to the memory storage, wherein the processing unit is operative to;

receive a retention period type defining a retention date, the retention period type comprising at least one of the following;

a property time period based on at least one property of at least one item, a workflow time period set by a workflow of the at least one item, and a custom time period based on a custom code defined by a user, wherein at least one of the following;

the retention date, the workflow time period, and the custom time period is not based on a fixed date and changes when the at least one item is modified;

providing a drop-down menu for associating the retention period type with the property time period based on the at least one property of the at least one item, the drop-down menu being employed for;

receiving a selection of at least one of the following;

date properties and time properties of the at least one item, and

defining a specified amount of retention time in addition to the property time period associated with the property of the at least one item, wherein the resultant retention period is based on the retention period type specified by the drop-down menu property selection and the specified additional amount of time;

calculate the retention date for the at least one item by utilizing a retention formula;

periodically identify the at least one item having the retention date, based on the retention period type, prior to a current date;

recalculate the retention date based upon the retention formula, the retention formula corresponding to an item type and implementing a user defined retention policy and operative to calculate the retention date based on at least one of the following;

a date and a time property;

determine if the recalculated retention date is prior to the current date;

execute a retention action for the at least one item having the recalculated retention date that is prior to the current date, wherein the retention action is operative to delete an item, move an item, archive an item, modify a type for an item, and execute a user-specified plug-in for performing an arbitrary custom action specified for the retention action;

receive a request to open the at least one item; and

in response to the request, recalculate the retention date for the at least one item to be opened utilizing the retention formula.