Database retention and destruction systems for records management

1 . A computing system for implementing a records management protocol controlling data retention and destruction, the system comprising:

at least one processor;

a communication interface communicatively coupled to the at least one processor; and

a memory device storing executable code that, when executed, causes the at least one processor to:

initiate display of a module inventory interface, the module inventory interface including one or more inputs for data retention and destruction enrollment, at least one input of the one or more inputs configured to define a retention period for one or more records;

receive an indication of a defined retention period for a record of the one or more records, the indication being received based on the one or more inputs being used to indicate the defined retention period for the record;

initiate display, via the module inventory interface, a required input for defining a field to be used for the defined retention period for the record;

receive a selection for the field to be used for the defined retention period for the record;

initiate display, via the module inventory interface, of a retention lead input for indicating a records reviewer for authorizing destruction of the record outside of the defined retention period or retaining the object beyond the defined retention period;

receive a name for the records reviewer based on the name being provided via the retention lead input;

initiate display of a confirmation input for receiving confirmation of selections received via the module inventory interface;

receive the confirmation of the selections provided via the confirmation input;

assign retention-related metadata to the record;

process a fetch application programming interface (API) to access a records inventory, the fetch API including (i) obtaining module metadata of the one or more records from the records inventory, (ii) executing an extensible markup language (XML) search for the one or more records, and (iii) obtaining snapshots to capture historical data of the one or more records; and

implement, via a document destruction API, a records management protocol to identify target records within the one or more records that are eligible for destruction and to delete the eligible target records, the records management protocol including:

identifying, upon destruction enrollment confirmation, the snapshots associated with the eligible target records:

tagging each of the snapshots with authorization data once authorization to delete the eligible target records is obtained, wherein the authorization data includes the snapshot's identity and a retention period for the snapshot:

distributing the snapshots and authorization data to the document destruction API to verify if the eligible target records are eligible for the destruction;

scanning, based on a specified retention period, a records inventory for the eligible target records with the specified retention period as defined during enrollment; and

deleting the eligible target records eligible for the destruction upon successful verification of the snapshots associated with the eligible target records and in accordance with the specified retention period.

2 . The system of claim 1 , wherein the confirmation of the selections authorizes the record to automatically be permanently deleted upon completion of the defined retention period.

3 . The system of claim 1 , wherein the record is associated with an application or a questionnaire.

4 . The system of claim 1 , wherein the executable code, when executed, further causes the at least one processor to initiate display, via the module inventory interface, of a confirmation page indicating the data retention and destruction enrollment is complete and that implementation of data retention and destruction parameters are configurable.

5 . The system of claim 4 , wherein the executable code, when executed, further causes the at least one processor to initiate display, via the module inventory interface, of a records summary indicating a subset of the one or more records pending a decision and a subset of the one or more records that are on-hold.

6 . The system of claim 5 , wherein the wherein the executable code, when executed, further causes the at least one processor to initiate display, via a records management interface, of a table with detailed analysis of the subset of the one or more records pending the decision.

7 . The system of claim 6 , wherein the table indicates a respective data record number for each of the one or more records, respective links to each of the records, policy holder information for each of the records, date fields to be used as a data retention marker for each of the one or more records, and an update date for when each of the one or more records were updated.

8 . The system of claim 5 , wherein the executable code, when executed, further causes the at least one processor to initiate display of hold details enrollment section for providing details about the records that are to be enrolled for a retention hold, the hold details enrollment section including one or more control inputs for indicating: (a) a hold reason, (b) a date the records are being placed on hold, (c) a hold justification, and (d) a date to revisit the retention hold.

9 . The system of claim 4 , wherein the wherein the executable code, when executed, further causes the at least one processor to initiate display of a data classification inventory interface to define the data retention and destruction parameters.

10 . The system of claim 9 , wherein the data retention and destruction parameters indicate one or more governmental regulations applicable to the record that dictate the defined retention period.

11 . The system of claim 9 , wherein the data retention and destruction parameters indicate one or more organizational policies applicable to the record.

12 . The system of claim 1 , wherein the executable code, when executed, further causes the at least one processor to initiate display of a destruction authorization interface for providing authorization to automatically delete a list of records.

13 . The system of claim 1 , wherein the executable code, when executed, further causes the at least one processor to initiate display of a log of destroyed records, the log of destroyed records indicating the date the destroyed records were destroyed.

14 . The system of claim 1 , wherein the executable code, when executed, further causes the at least one processor to initiate display of an enrollment report that includes the record enrolled by the selections received via the module inventory interface.

15 . The system of claim 14 , wherein the enrollment report further indicates records that (a) have not yet been enrolled, (b) are pending confirmation, (c) are pending configuration, (d) are authorized for destruction, and (e) are on hold.

16 . The system of claim 1 , wherein the executable code, when executed, further causes the at least one processor to assign metadata to the record, the metadata indicating the selections.

17 . The system of claim 1 , wherein access to the module inventory interface is restricted in accordance with an information rights management (IRM) security restriction mechanism.

18 . The system of claim 1 , wherein the executable code, when executed, further causes the at least one processor to tag snapshots of the selections received via the module inventory interface.

19 . A computing system, comprising:

at least one processor;

a communication interface communicatively coupled to the at least one processor; and

a memory device storing executable code that, when executed, causes the at least one processor to:

initiate display of a module inventory interface, the module inventory interface including one or more inputs for data retention and destruction enrollment, at least one input of the one or more inputs configured to define a retention period for one or more records;

receive an indication of a defined retention period for a record of the one or more records, the indication being received based on the one or more inputs being used to indicate the defined retention period for the record;

initiate display, via the module inventory interface, a required input for defining a field to be used for the defined retention period for the record;

receive a selection for the field to be used for the defined retention period for the record;

initiate display, via the module inventory interface, of (i) a retention lead input for indicating a records reviewer for authorizing destruction of the record outside of the defined retention period or retaining the record beyond the defined retention period, and (ii) a plurality of contextual fields to provide context to the record;

receive a name for the records reviewer based on the name being provided via the retention lead input;

initiate display of a confirmation input for receiving confirmation of selections received via the module inventory interface;

receive the confirmation of the selections provided via the confirmation input;

assign retention-related metadata to the record;

process a fetch application programming interface (API) to access a records inventory, the fetch API including (i) obtaining module metadata of the one or more records from the records inventory, (ii) executing an extensible markup language (XML) search for the one or more records, and (iii) obtaining snapshots to capture historical data of the one or more records; and

implement, via a document destruction API, a records management protocol to identify target records within the one or more records that are eligible for destruction and to delete the eligible target records, the records management protocol including:

identifying, upon destruction enrollment confirmation, the snapshots associated with the eligible target records:

tagging each of the snapshots with authorization data once authorization to delete the eligible target records is obtained, wherein the authorization data includes the snapshot's identity and a retention period for the snapshot;

distributing the snapshots and authorization data to the document destruction API to verify if the eligible target records are eligible for the destruction;

scanning, based on a specified retention period, a records inventory for the eligible target records with the specified retention period as defined during enrollment; and

deleting the eligible target records eligible for the destruction upon successful verification of the snapshots associated with the eligible target records and in accordance with the specified retention period.

20 . A computer-implemented, comprising:

initiating display of a module inventory interface, the module inventory interface including one or more inputs for data retention and destruction enrollment, at least one input of the one or more inputs configured to define a retention period for one or more records;

receiving an indication of a defined retention period for a record of the one or more records, the indication being received based on the one or more inputs being used to indicate the defined retention period for the record;

initiating display, via the module inventory interface, of a required input for defining a field to be used for the defined retention period for the record;

receiving a selection for the field to be used for the defined retention period for the record;

initiating display, via the module inventory interface, of a retention lead input for indicating a records reviewer for authorizing destruction of the record outside of the defined retention period or retaining the object beyond the defined retention period;

receiving a name for the records reviewer based on the name being provided via the retention lead input;

initiating display of a confirmation input for receiving confirmation of selections received via the module inventory interface;

receiving the confirmation of the selections provided via the confirmation input;

assigning retention-related metadata to the record;

processing a fetch application programming interface (API) to access a records inventory, the fetch API including (i) obtaining module metadata of the one or more records from the records inventory, (ii) executing an extensible markup language (XML) search for the one or more records, and (iii) obtaining snapshots to capture historical data of the one or more records; and

implementing, via a document destruction API, a records management protocol to identify target records within the one or more records that are eligible for destruction and to delete the eligible target records, the records management protocol including:

identifying, upon destruction enrollment confirmation, the snapshots associated with the eligible target records:

tagging each of the snapshots with authorization data once authorization to delete the eligible target records is obtained, wherein the authorization data includes the snapshot's identity and a retention period for the snapshot:

distributing the snapshots and authorization data to the document destruction API to verify if the eligible target records are eligible for the destruction;

scanning, based on a specified retention period, a records inventory for the eligible target records with the specified retention period as defined during enrollment; and

deleting the eligible target records eligible for the destruction upon successful verification of the snapshots associated with the eligible target records and in accordance with the specified retention period.