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

• US 20060156382A1
• Filed: 07/14/2005
• Published: 07/13/2006
• Est. Priority Date: 01/12/2005
• Status: Active Grant

• Current Assignee: Ricoh Company Limited
• Original Assignee: Ricoh Company Limited
• Inventors: Motoyama, Tetsuro
• Granted Patent: US 7,703,125 B2
• Time in Patent Office: Days
• 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 one or more deletion criteria for each of a plurality of electronic document classifications, wherein the deletion criteria include a time duration for each of the plurality of electronic document classifications,

identifying, from the plurality of electronic document classifications, one or more electronic document classifications for which the corresponding one or more deletion criteria are satisfied,

causing the deletion of one or more electronic documents associated with the identified one or more electronic document classifications, and

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

if a determination is made that an electronic document associated with the identified one or more electronic document classifications 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 medium for deleting electronic documents, the computer-readable medium carrying 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 one or more deletion criteria for each of a plurality of electronic document classifications, wherein the deletion criteria include a time duration for each of the plurality of electronic document classifications,

identifying, from the plurality of electronic document classifications, one or more electronic document classifications for which the corresponding one or more deletion criteria are satisfied,

causing the deletion of one or more electronic documents associated with the identified one or more electronic document classifications, and

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

if a determination is made that an electronic document associated with the identified one or more electronic document classifications 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 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 medium as recited in claim 4, further comprising 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 one or more deletion criteria for each of a plurality of electronic document classifications, wherein the deletion criteria include a time duration for each of the plurality of electronic document classifications,

identifying, from the plurality of electronic document classifications, one or more electronic document classifications for which the corresponding one or more deletion criteria are satisfied,

causing the deletion of one or more electronic documents associated with the identified one or more electronic document classifications, and

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

if a determination is made that an electronic document associated with the identified one or more electronic document classifications 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 an electronic document classification associated with the electronic document from a plurality of electronic document classifications,

determining, based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, a time at which the one or more deletion criteria will be satisfied,

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 medium for deleting electronic documents, the computer-readable medium carrying 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 an electronic document classification associated with the electronic document from a plurality of electronic document classifications,

determining, based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, a time at which the one or more deletion criteria will be satisfied,

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 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 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 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 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 an electronic document classification associated with the electronic document from a plurality of electronic document classifications,

determining, based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, a time at which the one or more deletion criteria will be satisfied,

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 an electronic document classification associated with the electronic document from a plurality of electronic document classifications,

determining, based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, a time at which the one or more deletion criteria will be satisfied,

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 medium for deleting electronic documents, the computer-readable medium carrying 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 an electronic document classification associated with the electronic document from a plurality of electronic document classifications,

determining, based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, a time at which the one or more deletion criteria will be satisfied,

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 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 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 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 an electronic document classification associated with the electronic document from a plurality of electronic document classifications,

determining, based upon document retention policy data that specifies one or more deletion criteria for the electronic document classification, a time at which the one or more deletion criteria will be satisfied,

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.