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Document Retention Management based on Subject Frequency

IP.com Disclosure Number: IPCOM000192576D
Original Publication Date: 2010-Jan-25
Included in the Prior Art Database: 2010-Jan-25
Document File: 2 page(s) / 76K

Publishing Venue

IBM

Abstract

Disclosed is a system that provides the automatic adjustment to the expiration date of the mails in the mailbox. This sytem will automatically extends the expiration dates of the mails which is related to the hot/current projects so that they won't expire until the project's end.

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Document Retention Management based on Subject Frequency

Disclosed is a system that provides the automatic adjustment to the expiration date of the mails in the mailbox. This sytem will automatically extends the expiration dates of the mails which is related to the hot/current projects so that they won't expire until the project's end.

This system is additional component to existing mail system with expiration management. From the subject of each mail sent or received, keywords are extracted.

If the keywords are general verbs, nouns or predefined keywords, they will be ignored. Remaining keywords are stored in the table with occurrence within certain period of time.

Example: Monitoring System Project for A Bank -> Added to the keyword frequency table System Outage Notification -> Ignored as general nouns
YSL News -> Ignored by registering it in the Keywords-to-be-ignored table

Keyword frequency table consists of following two parts as described in the Figure 1.

Date Occurrence for the date

Date Occurrence for the date

Date Occurrence for the date

Date Occurrence for the date

Keyword 2

Date Occurrence for the date

Keyword 3 Date

:

Occurrence for the date

:

V

Keywords ordered by frequency

Keyword Frequency

Keyword Frequency Keyword Frequency Keyword Frequency Keyword Frequency

: :

Figure 1. Keyword frequency table

During processing expired mails, each subject are checked whether it contains any entry of the keyword frequency...