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System and method for creating in-place holds on structured data

IP.com Disclosure Number: IPCOM000246159D
Publication Date: 2016-May-12
Document File: 5 page(s) / 165K

Publishing Venue

The IP.com Prior Art Database

Abstract

The system described in this publication shows a mechanism to preserve structured data in a critical legal eDiscovery process.

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System and method for creating in -place holds on structured data

An enterprise's e-Discovery and compliance processes requires all types of data in an enterprise to be available and be able to be put on legal hold. Holds can either be in-place or offline. In-place holds are most preferable since it doesn't require data to be copied or backed up to another location avoiding duplication and maintenance overhead. In-place hold mechanisms are available for unstructured data (for example documents or data on a file system or a custom repository) but there are no definitive methods documented for achieving in-place holds for structured data.

An enterprise user constantly works with structured data but once a data set is identified for legal or compliance purposes, a user should not be allowed to manipulate the data in question. This means the system should be intelligent enough to acknowledge the fact that a particular data or record set is on hold and any further manipulation is not permitted. Traditionally this is achieved by extracting data and maintaining backups at regular intervals, changing user permissions or maintaining audit logs. All the aforesaid mechanisms are an overhead in today's ever-growing rate of data growth and business continuity requirements. In-place holds eliminates this overhead while protecting data at source.

Structured data systems typically are Relational Database Management Systems (RDBMS) systems logically organised in columns and rows or NoSQL databases using key value data structures. A client executes command based statements to access or manipulate data. The commands are checked for authorization permissions and are executed by the database engine. A system user could be manipulating data on a day-to-day basis incognisant of the fact that data is on hold. The database will allow the data manipulation as it is not designed to support legal requirements nor they support record set level permissions.

In a compliance scenario, system of record should allow data retrieval but not data manipulation which is the premise for in-place holds.

Disclosed is a system which lays out the various architectural components and touch points which will work together to implement in-place holds on structured data typically for an RDBMS database. This mechanism can be applied to NoSQL databases as well, only the semantics will change.

The solution system consists of the following flows which detail the touch points. a mechanism to put hold on a filtered record set.
a mechanism to release holds on a record set
a permission mechanism which allows putting and releasing holds.
a database mechanism to maintain and process the Hold Metadata.
a validation mechanism to alert or prev...