Method and apparatus for policy distribution

• US 8,655,856 B2
• Filed: 09/28/2010
• Issued: 02/18/2014
• Est. Priority Date: 12/22/2009
• Status: Expired due to Fees

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Paknad, Deidre, Raynaud-Richard, Pierre, Pogodin, Andrey
• Primary Examiner(s): Breene, John E
• Assistant Examiner(s): LODHI, ANDALIB FT
• Application Number:
  US12/892,658
• Publication Number:
  US 20110153579A1
• Time in Patent Office: 1,239 Days
• Field of Search: 707/656, 707/662, 707/756, 707/794, 707/694
• US Class Current: 707/694
• CPC Class Codes: G06F 16/258 Data format conversion from or to a database
• CPC Class Codes: G06Q 10/10 Office automation; Time management

Abstract

A computer apparatus and computer implemented method for policy distribution provides a Records Management System (RMS) that is configured for setting up and maintaining local record classification and disposition policies. An Enterprise Retention Management (ERM) application comprises a centralized workflow configured for managing retention policies for an entity. An application layer in the ERM comprises a propagation workflow that is configured for managing retention policy integration between the ERM and the RMS. The propagation workflow thus provides automated retention policy propagation from the ERM to the RMS.

Claims

1. A computer implemented method for policy distribution, comprising:

providing a Records Management System (RMS) configured to set up and maintain local record classification and disposition policies;

providing, by at least one processor, an Enterprise Retention Management (ERM) application comprising a centralized workflow configured to manage retention policies for an entity; and

providing, by the at least one processor, an application layer in the ERM comprising a propagation workflow configured to manage for managing retention policy integration between the ERM and the RMS;

wherein the propagation workflow provides automated retention policy propagation from the ERM to the RMS; and

wherein the propagation workflow is configured to record a policy change event (PCE) in case of a change in at least one of a retention schedule associated with a manageable data source and a Triggering Event Evaluation Rule (TEER).

2. The method of claim 1, wherein the retention policies comprise file plans.

3. The method of claim 1, wherein the application layer is configured to provide multiple levels of integration between the ERM and the RMS, the multiple levels of integration comprising:

manual integration in which there is no direct integration between the ERM and the RMS, and wherein an ERM user reads policy information from the ERM and makes appropriate changes in the RMS with an RMS UI;

file import integration in which there is no automatic propagation of policy information, and wherein the ERM user exports necessary data from the ERM in a format understood by an RMS import tool and runs the tool to provide an exported file as an input to the RMS; and

fully automated integration in which data is propagated through an automated channel from the ERM to the RMS with or without user intervention.

4. The method of claim 1,

wherein the propagation workflow is configured to provide a setup phase during which all data necessary for workflow operation is provided to the ERM;

wherein the ERM is configured to perform the workflow operation;

wherein policy distribution connectors are set up; and

wherein the propagation workflow is further configured to provide a runtime phase during which policy distribution occurs.

5. The method of claim 1, further comprising:

providing a screen-based dialog configured to declare a data source as manageable;

wherein to declare a data source as manageable, a user who has update privileges against the data source in the ERM sets a parameter (flag) on a data source record to instruct the ERM to manage policy distribution workflow for the data source; and

wherein a user interface (UI) configured to manage the policy distribution workflow is displayed to end-users.

6. The method of claim 5, wherein data sources are not treated as manageable by default;

wherein a user makes data sources manageable through UI settings; and

wherein the UI becomes available once the data source is declared manageable.

7. The method of claim 6, wherein the UI comprises a policy distribution connector setup user interface comprising a form which allows a user to specify connection information and authentication credentials necessary to communicate with a connector.

8. The method of claim 6, wherein the UI comprises a File Plan import format setup user interface configured to select a format of import files understood by a particular data source.

9. The method of claim 6, wherein the UI comprises an IT performer event management queue user interface configured to allow an IT performer to administer policy distribution.

10. The method of claim 6, wherein the UI comprises an RMA policy distribution management user interface configured to allow an RMA to monitor the policy distribution process and for interacting with IT personnel on policy distribution.

11. The method of claim 1, further comprising:

providing a screen-based dialog for connector and export file format setup.

12. The method of claim 1, wherein the propagation workflow is configured to record the policy change event (PCE) each time:

the retention schedule associated with the manageable data source is changed;

the record class or the retention schedule code (RSC) comprising an ancestor of a retention schedule associated with a data source is changed;

the new or existing retention schedule is associated from the manageable data source;

the retention schedule is deleted or de-associated from the manageable data source; and

the Triggering Event Evaluation Rule (TEER) is changed.

13. The method of claim 12, wherein each of the PCE comprises one or multiple related records in an ERM database associated with a local retention schedule and with a data source of records.

14. The method of claim 12, wherein the propagation workflow is configured to process PCEs;

and

wherein if a PCE is successfully processed, a policy change is considered propagated to an appropriate data source.

15. The method of claim 14, wherein the propagation workflow is configured to process PCEs by any of:

fully manual processing, where a user interacts with the RMS through a UI;

through an import script, in which a user interacts with the RMS by running an import utility or uploading an import file; and

automated processing, where the RMS interacts with the RMS through programmatic integration.

16. The method of claim 12, wherein each the PCEs is typed to define at least one event.

17. The method of claim 16, wherein the event comprises an update event, the update event comprising one or more of the following subtypes:

a metadata element which defines TEER has been updated;

a time period in a retention schedule has been updated;

a triggering event type has been updated; and

a name of a local schedule or any or its parents has been updated.

18. The method of claim 12, wherein the propagation workflow, by processing a PCE, allows the ERM to provide one or more of:

a fine grained UI, in which the ERM may display any of old and new retention periods if the retention periods have been updated and input fields for TEER setup if a triggering event type has been updated and a TEER has not been set up yet;

different propagation behavior, wherein if the change is such that it does not require manual intervention before propagation the ERM may propagate the change straight ahead without asking for user approval;

different propagation options, wherein if an underlying policy distribution connector is not capable of propagating a policy name change, the ERM does not display a button operable to effect propagation to the user.

19. The method of claim 12, further comprising:

providing a list of PCEs as a per-data source PCE queue management UI.

20. The method of claim 19, further comprising the steps of:

a user who is responsible for propagating policies to data sources choosing a PCE to process;

once a PCE is chosen, the queue management UI configured to allow the user to perform one or more of;

provide missing information needed to process the PCE;

export a script which can be fed into an RMS import tool to propagate an update;

export a script that allows for an initial load of an entire file plan based on latest information in the ERM;

request automatic propagation of an event through a connection between the ERM and the RMS;

view status of previous requests for automatic propagation;

mark a PCE as completed; and

communicate with the RMA by exchanging notes associated with a PCE.

21. The method of claim 20, further comprising:

determining whether a subsequent PCE fully overwrites a previous PCE;

wherein the previous PCE is considered overwritten if the same text or numeric attribute has been changed more than once; and

wherein the previous PCE is considered overwritten if a larger scale change has been performed which makes a previous change irrelevant.

22. The method of claim 20, further comprising:

providing a UI configured so that superseded changes may either disappear from a user queue, become disabled, or become marked as superseded, where the user can still choose to propagate the superseded changed one by one.

23. The method of claim 12, wherein when a subsequent PCE fully overwrites a previous PCE and there is no longer any need to propagate the previous PCE because it is always overwritten shortly thereafter with the subsequent PCE, the step of:

detecting the subsequent PCE and canceling the previous PCE if the previous PCE has not been propagated yet or if the previous PCE has not been yet accepted for execution.

24. The method of claim 12, wherein subsequent PCEs are not processed until previous PCEs are processed.

25. The method of claim 12, wherein multiple PCEs at a time are propagated through a file import mechanism.

26. The method of claim 25, further comprising:

providing at UI having a button on a data source detail page configured to allow a user to download an import file.

27. The method of claim 12, comprising:

the ERM minimally defining a disposition event comprising a TEER as having at least a single metadata field name;

wherein the ERM assumes that the disposition event occurred if the metadata field has been modified to a non-NULL value.

28. The method of claim 27, wherein the UI comprises a screen-based dialog that allows a user to pick a triggering metadata element name for a combination of data source and local retention schedule.

29. The method of claim 1, further comprising:

the ERM exporting an entire file plan as an import file, wherein the file plan reflects a latest state of record classification hierarchy pertaining to a given data source.

30. The method of claim 29, wherein the ERM generates multiple formats of the import file based on user operation of a screen-based dialog for connector and export file format setup.

31. The method of claim 30, further comprising:

providing a UI with which a user can define a TEER;

wherein the UI cooperates with a data source editing module to allow setting up TEERs for existing combinations of data sources and retention schedules.

32. A non-transitory computer readable, tangible storage medium programmed to store instructions which, when executed by a processor, perform an operation comprising:

providing a Records Management System (RMS) configured to set up and maintain local record classification and disposition policies;

providing, by at least one processor, an Enterprise Retention Management (ERM) application comprising a centralized workflow configured to manage retention policies for an entity; and

providing, by the at least one processor, an application layer in the ERM comprising a propagation workflow configured to manage for managing retention policy integration between the ERM and the RMS;

wherein the propagation workflow provides automated retention policy propagation from the ERM to the RMS; and

wherein the propagation workflow is configured to record a policy change event (PCE) in case of a change in at least one of a retention schedule associated with a manageable data source and a Triggering Event Evaluation Rule (TEER).

33. An apparatus for policy distribution, comprising:

at least one processor;

a Records Management System (RMS) configured to set up and maintain local record classification and disposition policies;

an Enterprise Retention Management (ERM) application running on the at least one processor and comprising a centralized workflow configured to manage retention policies for an entity; and

an application layer in the ERM comprising a propagation workflow configured to manage retention policy integration between the ERM and the RMS;

wherein the propagation workflow provides automated retention policy propagation from the ERM to the RMS; and

wherein the propagation workflow is configured to record a policy change event (PCE) in case;

a retention schedule associated with a manageable data source is changed;

a record class or an RSC comprising an ancestor of the retention schedule associated with the manageable data source is changed;

a new or existing retention schedule is associated from the manageable data source;

the retention schedule is deleted or de-associated from the manageable data source; and

a Triggering Event Evaluation Rule (TEER) is changed.

34. The apparatus of claim 33, wherein each of the PCE comprises one or multiple related records in an ERM database associated with a local retention schedule and with a data source of records.

35. The apparatus of claim 34, wherein the propagation workflow is configured to process PCEs by one or more of:

fully manual processing, where a user interacts with the RMS through a UI;

through an import script, in which a user interacts with the RMS by running an import utility or uploading an import file; and

automated processing, where the RMS interacts with the RMS through programmatic integration.

36. The apparatus of claim 33, wherein the propagation workflow is configured to process PCEs;

and

wherein if a PCE is successfully processed, a policy change is considered propagated to an appropriate data source.