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:

assign, via a data classification workflow, metadata to an inventory of modules;

process, via a records management workflow, a fetch application programming interface (API) to access the inventory of the modules, the fetch API including (i) obtaining module metadata of the modules from the inventory, (ii) executing a custom extensible markup language (XML) search to find records in applications and questionnaires, and (iii) obtaining snapshots to capture historical data of the inventory of modules from the records management protocol;

implement, via a document destruction API, the records management protocol to identify target records within the applications and the questionnaires that are eligible for destruction, using the snapshots, the records management protocol including:

distributing the snapshots of the historical data indicating the modules that are eligible for the destruction;

scanning the modules for the target records; and

deleting the target records,

wherein the inventory of the modules includes information that includes a module name, a module status indicating a list of values, an indication of an application owner of one or more records, a name of a retention lead from which authorization to destroy the one or more records is to be obtained, a date field, a data classification, a retention period, a module identification number, and a date field identification number.

2 . The system of claim 1 , wherein the records management protocol utilizes data classification information and retention information and the target records that are eligible for the destruction are identified based on the data classification information and the retention information, the data classification information and the retention information being established using the records management workflow.

3 . The system of claim 2 , wherein the target records that are identified are in existence beyond a predefined retention period specified by the retention information.

4 . The system of claim 1 , wherein the executable code, when executed further causes the at least one processor to populate a log of destruction actions with an entry indicating the target records have been deleted.

5 . The system of claim 1 , wherein the inventory of the modules includes information that includes a module name, a module status indicating a list of values, an indication of an application owner of one or more records, a name of a retention lead from which authorization to destroy the one or more records is to be obtained, a date field, a data classification, a retention period, a module identification number, and a date field identification number.

6 . The system of claim 1 , wherein the data classification workflow is controlled by an information rights management (IRM) security restriction mechanism.

7 . The system of claim 1 , wherein the data classification workflow incorporates governmental regulations for records retention that apply to a financial entity and corporate data retention policies.

8 . The system of claim 1 , wherein the records management protocol utilizes the metadata that is assigned to records to each of the modules to identify the target records, the metadata including a record identification number, a module name, a date field value, a hold value, a hold reason, a date placed on hold, a date to revisit, a module identification number, and a content identification number.

9 . The system of claim 1 , wherein obtaining confirmation to delete the target records is required prior to the scanning of the modules and the deleting of the target records.

10 . The system of claim 1 , wherein execution of the executable code further causes the at least one processor to tag the snapshots with an authorization data when authorization to delete the target records was obtained.

11 . The system of claim 1 , wherein execution of the executable code further causes the at least one processor to obtain a hold request to retain one or more of the records of the applications and the questionnaires.

12 . The system of claim 11 , wherein execution of the executable code further causes the at least one processor to process hold details of the hold request and update the metadata in the inventory of the modules with the hold details.

13 . The system of claim 12 , wherein the hold details indicate a reason for retaining the one or more records, a date to revisit the one or more records, a justification for the reason, and a reference number.

14 . 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:

authenticate authentication credentials against stored credentials of a secure credential repository and based thereon enabling a computing device to access a computer workflow engine;

execute, in response to one or more inputs from the computing device, a data classification workflow, the data classification workflow assigning metadata to an inventory of modules;

process, via a records management workflow, a fetch application programming interface (API) to access the inventory of the modules, the fetch API including (i) obtaining module metadata of the modules from the inventory, (ii) executing a custom extensible markup language (XML) search to find records in applications and questionnaires, and (iii) obtaining snapshots to capture historical data of the inventory of modules from the records management protocol;

implement, via a document destruction API, the records management protocol to identify target records within the applications and the questionnaires that are eligible for destruction, using the snapshots, the records management protocol including:

distributing the snapshots of the historical data indicating the modules that are eligible for the destruction;

scanning the modules for the target records; and

deleting the target records,

wherein the inventory of the modules includes information that includes a module name, a module status indicating a list of values, an indication of an application owner of one or more records, a name of a retention lead from which authorization to destroy the one or more records is to be obtained, a date field, a data classification, a retention period, a module identification number, and a date field identification number.

15 . The computing system of claim 14 , wherein the records management protocol utilizes data classification information and retention information and the target records that are eligible for the destruction are identified based on the data classification information and the retention information, the data classification information and the retention information being established using the records management workflow.

16 . The computing system of claim 15 , wherein the target records that are identified are in existence beyond a predefined retention period specified by the retention information.

17 . A computer-implemented method, comprising:

assigning, via a data classification workflow, metadata to an inventory of modules;

processing, via a records management workflow, a fetch application programming interface (API) to access the inventory of the modules, the fetch API including (i) obtaining module metadata of the modules from the inventory, (ii) executing a custom extensible markup language (XML) search to find applications and questionnaires, and (iii) obtaining snapshots to capture historical data of the modules inventory of modules from the records management protocol;

implementing, via a document destruction API, the records management protocol to identify target records within the applications and the questionnaires that are eligible for destruction, using the snapshots, the records management protocol including:

distributing the snapshots of the historical data indicating the modules that are eligible for the destruction;

scanning the modules for the target records; and

deleting the target records,

wherein the inventory of the modules includes information that includes a module name, a module status indicating a list of values, an indication of an application owner of one or more records, a name of a retention lead from which authorization to destroy the one or more records is to be obtained, a date field, a data classification, a retention period, a module identification number, and a date field identification number.

18 . The computer-implemented method of claim 17 , wherein the records management protocol utilizes data classification information and retention information and the target records that are eligible for the destruction are identified based on the data classification information and the retention information, the data classification information and the retention information being established using the records management workflow.

19 . The computer-implemented method of claim 18 , wherein the target records that are identified are in existence beyond a predefined retention period specified by the retention information.

20 . The computer-implemented method of claim 17 , wherein the method includes populating a log of destruction actions with an entry indicating the target records have been deleted.