Automated records management with hold notification and automatic receipts
View Patent ↗A records management system and method includes sending periodic notifications to record owners and managers when their records are under a hold order. Also, return receipts in response to an e-mail message related to a record are automatically declared as records themselves and linked to the original record.
1. A method for managing records, comprising:
at a computer with a processor and with a records management system and a process engine,
in response to a user composing an e-mail message that relates to one or more records that are managed within the records management system and that are each attached to the e-mail message, identifying the one or more records from the e-mail message, wherein the one or more records are stored in a category of a file plan, and wherein the category has associated disposition rules;
delivering the e-mail message to one or more recipients;
receiving a respective receipt in response to the e-mail message from at least one of the one or more recipients, wherein the receipt is returned upon the e-mail message being opened; and
for each received respective receipt,
declaring the respective receipt as a new record within the records management system;
storing the new record of the respective receipt in the category of the file plan storing the identified one or more records;
initiating a process in the process engine to apply one or more pre-defined disposition rules to the new record of the respective receipt that are associated with the category; and
controlling disposition of the new record of the respective receipt based on the disposition schedule in the category of the file plan for the one or more identified records to prevent destruction of the new record of the respective receipt until the one or more identified records have passed a particular milestone.
2. The method of claim 1 , wherein the e-mail message is linked to the one or more identified records.
3. A records repository system comprising:
a processor,
a memory system;
an e-mail manager configured to receive an e-mail message that relates to one or more records that are managed within the records management system and that are each attached to the e-mail message;
the e-mail manager further configured to forward the e-mail message to one or more recipients;
a records management system and a process engine, wherein the records management system is in communication with the e-mail manager and configured to manage a plurality of records;
the e-mail manager further configured to identify the one or more records from the e-mail message and to receive respective receipts from the one or more recipients of the e-mail message, wherein the respective receipts are returned upon the e-mail message being opened; and
the records management system further configured to store the identified one or more records in a category of a file plan, wherein the category has associated disposition rules; and
for each of the respective receipts,
the records management system further configured to declare each of the respective receipts as a new record within a file plan of the records management system;
the records management system further configured to store each new record of the respective receipts in the category of the file plan storing the identified one or more records;
the records management system further configured to initiate a process in the process engine to apply one or more pre-defined disposition rules to each new record of the respective receipts that are associated with the category; and
the records management system further configured to control disposition of each new record based on the disposition schedule in the category of the file plan for the identified record to prevent destruction of each new record until the identified record has passed a particular milestone.
4. The system of claim 3 , wherein the e-mail message is linked to the identified record.
5. Computer-readable storage media containing programming for managing records that, when executed on a computer, causes a processor to perform:
with a records management system and a process engine,
in response to a user composing an e-mail message that relates to one or more records that are managed within the records management system and that are each attached to the e-mail message, identifying the one or more records from the e-mail message, wherein the one or more records are stored in a category of a file plan, and wherein the category has associated disposition rules;
delivering the e-mail message to one or more recipients;
receiving a respective receipt in response to the e-mail message from at least one of the one or more recipients, wherein the receipt is returned upon the e-mail message being opened; and
for each received respective receipt,
declaring the respective receipt as a new record within a file plan of the records management system;
storing the new record of the respective receipt in the category of the file plan storing the identified one or more records;
initiating a process in the process engine to apply one or more pre-defined disposition rules to the new record that are associated with the category; and
controlling disposition of the new record of the respective receipt based on the disposition schedule in the category of the file plan for the one or more identified records to prevent destruction of the new record of the respective receipt until the one or more identified records have passed a particular milestone.
6. The media of claim 5 , wherein the e-mail message is linked to the identified record.