Retention Policy Execution Module
This module deals with the discovery, marking and the actioning of all data to comply with an organisation’s Retention Policy. This module enables all the data to be located, indexed and then categorised into the appropriate categories which align with the Customer’s personalised LGCS. The LGCS (or the taxonomy/retention date lists) have each documents retention date details within it and thus when documents are categorised to that list- decisions can be made on the deletion or other actions at an individual document level.
It uses a workshop(s) to establish the correct retention details and the exceptions for each of the categories from the Customer’s personalised schema.
DataCube uses advanced textual analysis techniques, based on latent semantic indexing, to analyse all of the documents. It then compares each document to examples of the kinds of documents which should be categorised in each category. For Local Authorities, we have already complied a detailed list of over 18,000 exemplars relating to the Local Government Classification Scheme (LGCS).
In outline, the process automatically categorises each document based on its contents, stores a reference to the document in the database and calculates either a "deletion date" or an "earliest deletion review" date (depending on the class policy dependencies). Custom plug-ins can be defined to further scrutinise the documents which fall into classes which have a policy dependency external to the document itself. These are used to analyse pre-defined document types (e.g. employment contracts, case reviews) which follow a format (or collection of formats); the custom plug-in serving to extract and normalise essential trigger information such as contract termination date, date of birth.
The system also provides an interface for reviewing any remaining documents by searching for keywords or strings (such as contract numbers) in documents which do not conform to a particular format family. Since the documents have already been categorised when this is done, a further review selection is collated.
The system generates reports to the documents manager about documents which may be safely deleted or considered for deletion.
- This module helps remove the ever growing issue of document retention and removal.
- It works into the organisation’s own Schema, enabling cleansing of the historic and illegally held data.
- Works on concepts, thus is refined in its selection of data.