Approach for managing access to electronic documents on network devices using document analysis, document retention policies and document security policies

• US 9,286,301 B2
• Filed: 02/28/2014
• Issued: 03/15/2016
• Est. Priority Date: 02/28/2014
• Status: Expired due to Fees

• Current Assignee: Ricoh Company Limited
• Original Assignee: Ricoh Company Limited
• Inventors: Motoyama, Tetsuro
• Primary Examiner(s): MOORTHY, ARAVIND K
• Application Number:
  US14/194,341
• Publication Number:
  US 20150248419A1
• Time in Patent Office: 746 Days
• Field of Search: 726/1, 726/4, 726/26, 713/165, 713/166, 713/168
• US Class Current: 1/1
• CPC Class Codes: G06F 16/125 characterised by the use of retention policies retention policies for HSM systems G06F16/185
• CPC Class Codes: G06F 16/285 Clustering or classification
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 21/6218 to a system of files or objects, e.g. local or distributed file system or database
• CPC Class Codes: G06F 2221/2113 Multi-level security, e.g. mandatory access control
• CPC Class Codes: G06F 2221/2137 Time limited access, e.g. to a computer or data
• CPC Class Codes: H04L 63/08 for authentication of entities cryptographic mechanisms or cryptographic arrangements for entity authentication H04L9/32
• CPC Class Codes: H04L 63/10 for controlling access to devices or network resources
• CPC Class Codes: H04L 63/105 Multiple levels of security
• CPC Class Codes: H04L 63/20 for managing network security; network security policies in general filtering policies H04L63/0227

Abstract

An approach for managing access to electronic documents uses document retention and document security policies. In response to a request to access a particular electronic document, a document retention policy and a document security policy are applied to the particular electronic document. Deletion and/or access to the electronic document are managed based upon the document retention policy and the document security policy. A content analyzer automatically analyzes the content of electronic documents and determines one or more classifications that apply to the electronic documents. The content analyzer may be configured to use one or more of semantic analysis, text analysis, video analysis, voice analysis or image analysis to analyze electronic documents. A policy verifier is configured to check one or more classifications manually assigned to electronic documents by users against one or more classifications automatically determined for the electronic documents by the content analyzer and allow mismatches to be corrected.

Claims

1. An apparatus for managing access to electronic documents, the apparatus comprising:

one or more processors; and

one or more memories communicatively coupled to the one or more processors and storing instructions which, when processed by the one or more processors, cause;

receiving, at the apparatus, a plurality of electronic documents;

analyzing content of one or more electronic documents from the plurality of electronic documents and generating content data that indicates results of analyzing the content of the one or more electronic documents;

automatically determining, based upon the content data that indicates results of analyzing the content of the one or more electronic documents, a document classification for each electronic document from the one or more electronic documents;

retrieving, for the one or more electronic documents, document classification data that indicates a user-specified document classification for each electronic document from the one or more electronic documents;

determining whether a document classification automatically determined for a particular electronic document from the one or more electronic documents is the same as a particular user-specified document classification for the particular electronic document indicated by the document classification data;

in response to determining that the document classification automatically determined for the particular electronic document from the one or more electronic documents is not the same as the particular user-specified document classification for the particular electronic document indicated by the document classification data, then generating a graphical user interface that allows a user to specify a correct document classification for the particular electronic document from the one or more electronic documents; and

in response to determining that the document classification automatically determined for the particular electronic document from the one or more electronic documents is the same as the particular user-specified document classification for the particular electronic document indicated by the document classification data, then;

determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, whether the particular electronic document should be deleted, and

in response to determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, that the particular electronic document should be deleted, then causing the particular electronic document to be deleted.

2. The apparatus as recited in claim 1, wherein:

the user-specified document classification and the document classification automatically determined for the particular electronic document include one or more retention classifications,

the one or more policies that correspond to the document classification specify one or more document retention policies that specify one or more deletion criteria,

determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, whether the particular electronic document should be deleted includes determining whether the one or more deletion criteria specified by the one or more document retention policies are satisfied with respect to the particular electronic document.

3. The apparatus as recited in claim 1, wherein automatically determining, based upon the content data that indicates the content of the one or more electronic documents, a document classification for each electronic document from the one or more electronic documents is performed using one or more of semantic analysis, text analysis, video analysis, voice analysis or image analysis.

4. The apparatus as recited in claim 1, wherein the one or more memories store additional instructions which, when processed by the one or more processors cause:

processing a natural language query against the plurality of electronic documents and determining that the particular electronic document satisfies the natural language query, and

if the particular electronic document has not been deleted, providing the particular electronic document.

5. The apparatus as recited in claim 1, wherein the one or more memories store additional instructions which, when processed by the one or more processors cause:

receiving a request to access the particular electronic document,

in response to receiving the request to access the particular electronic document;

determining one or more security classifications that apply to the particular electronic document,

determining, based upon the one or more security classifications that apply to the particular electronic document one or more security policies that apply to the particular electronic document, and

determining, based upon the one or more security policies that apply to the particular electronic document, whether access to the particular electronic document is to be granted in response to the request to access the particular electronic document.

6. One or more non-transitory computer-readable media for managing access to electronic documents, the one or more non-transitory computer-readable media storing instructions which, when processed by one or more processors, cause:

receiving, at the apparatus, a plurality of electronic documents;

analyzing content of one or more electronic documents from the plurality of electronic documents and generating content data that indicates results of analyzing the content of the one or more electronic documents;

automatically determining, based upon the content data that indicates results of analyzing the content of the one or more electronic documents, a document classification for each electronic document from the one or more electronic documents;

retrieving, for the one or more electronic documents, document classification data that indicates a user-specified document classification for each electronic document from the one or more electronic documents;

determining whether a document classification automatically determined for a particular electronic document from the one or more electronic documents is the same as a particular user-specified document classification for the particular electronic document indicated by the document classification data;

in response to determining that the document classification automatically determined for the particular electronic document from the one or more electronic documents is not the same as the particular user-specified document classification for the particular electronic document indicated by the document classification data, then generating a graphical user interface that allows a user to specify a correct document classification for the particular electronic document from the one or more electronic documents; and

in response to determining that the document classification automatically determined for the particular electronic document from the one or more electronic documents is the same as the particular user-specified document classification for the particular electronic document indicated by the document classification data, then;

determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, whether the particular electronic document should be deleted, and

in response to determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, that the particular electronic document should be deleted, then causing the particular electronic document to be deleted.

7. The one or more non-transitory computer-readable media as recited in claim 6, wherein:

the user-specified document classification and the document classification automatically determined for the particular electronic document include one or more retention classifications,

the one or more policies that correspond to the document classification specify one or more document retention policies that specify one or more deletion criteria,

determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, whether the particular electronic document should be deleted includes determining whether the one or more deletion criteria specified by the one or more document retention policies are satisfied with respect to the particular electronic document.

8. The one or more non-transitory computer-readable media as recited in claim 6, wherein automatically determining, based upon the content data that indicates the content of the one or more electronic documents, a document classification for each electronic document from the one or more electronic documents is performed using one or more of semantic analysis, text analysis, video analysis, voice analysis or image analysis.

9. The one or more non-transitory computer-readable media as recited in claim 6, further comprising additional instructions which, when processed by the one or more processors cause:

processing a natural language query against the plurality of electronic documents and determining that the particular electronic document satisfies the natural language query, and

if the particular electronic document has not been deleted, providing the particular electronic document.

10. The one or more non-transitory computer-readable media as recited in claim 6, further comprising additional instructions which, when processed by the one or more processors cause:

receiving a request to access the particular electronic document,

in response to receiving the request to access the particular electronic document;

determining one or more security classifications that apply to the particular electronic document,

determining, based upon the one or more security classifications that apply to the particular electronic document one or more security policies that apply to the particular electronic document, and

determining, based upon the one or more security policies that apply to the particular electronic document, whether access to the particular electronic document is to be granted in response to the request to access the particular electronic document.

11. A computer-implemented method comprising:

receiving, at the apparatus, a plurality of electronic documents;

analyzing content of one or more electronic documents from the plurality of electronic documents and generating content data that indicates results of analyzing the content of the one or more electronic documents;

automatically determining, based upon the content data that indicates results of analyzing the content of the one or more electronic documents, a document classification for each electronic document from the one or more electronic documents;

retrieving, for the one or more electronic documents, document classification data that indicates a user-specified document classification for each electronic document from the one or more electronic documents;

determining whether a document classification automatically determined for a particular electronic document from the one or more electronic documents is the same as a particular user-specified document classification for the particular electronic document indicated by the document classification data;

in response to determining that the document classification automatically determined for the particular electronic document from the one or more electronic documents is not the same as the particular user-specified document classification for the particular electronic document indicated by the document classification data, then generating a graphical user interface that allows a user to specify a correct document classification for the particular electronic document from the one or more electronic documents; and

in response to determining that the document classification automatically determined for the particular electronic document from the one or more electronic documents is the same as the particular user-specified document classification for the particular electronic document indicated by the document classification data, then;

determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, whether the particular electronic document should be deleted, and

in response to determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, that the particular electronic document should be deleted, then causing the particular electronic document to be deleted.

12. The computer-implemented method as recited in claim 11, wherein:

the user-specified document classification and the document classification automatically determined for the particular electronic document include one or more retention classifications,

the one or more policies that correspond to the document classification specify one or more document retention policies that specify one or more deletion criteria,

determining, based upon the document classification automatically determined for the particular electronic document from the one or more electronic documents and one or more policies that correspond to the document classification, whether the particular electronic document should be deleted includes determining whether the one or more deletion criteria specified by the one or more document retention policies are satisfied with respect to the particular electronic document.

13. The computer-implemented method as recited in claim 11, wherein automatically determining, based upon the content data that indicates the content of the one or more electronic documents, a document classification for each electronic document from the one or more electronic documents is performed using one or more of semantic analysis, text analysis, video analysis, voice analysis or image analysis.

14. The computer-implemented method as recited in claim 11, further comprising:

processing a natural language query against the plurality of electronic documents and determining that the particular electronic document satisfies the natural language query, and

if the particular electronic document has not been deleted, providing the particular electronic document.

15. The computer-implemented method as recited in claim 11, further comprising:

receiving a request to access the particular electronic document,

in response to receiving the request to access the particular electronic document;

determining one or more security classifications that apply to the particular electronic document,

determining, based upon the one or more security classifications that apply to the particular electronic document one or more security policies that apply to the particular electronic document, and

determining, based upon the one or more security policies that apply to the particular electronic document, whether access to the particular electronic document is to be granted in response to the request to access the particular electronic document.