Archive center for content management
Content is captured and archived at an archive center (AC) and, depending upon records management (RM) policy, is managed by the AC or under RM control by a content server (CS). Both the AC and CS may be part of an enterprise content management system. The AC provides a user-friendly interface through which retention zones may be defined, and functionality for applying RM policy. The functionality can be triggered via a specific content property or through a retention zone under RM control. The RM control can be turned on or off from within the AC using the user-friendly interface. Archived content is not moved or duplicated. Rather, metadata and a link to the storage location are sent to the CS which, in turn, creates a content server document that is linked to the archived content. Only a portion of archived content is exposed to the CS through the AC.
1. A system for archiving content, the system comprising:
a content server having a processor and a memory, the content server configured to:
receive content from an application;
obtain metadata of the content;
archive the content in a data storage, wherein archiving the content in the data storage comprises storing the content at a secure location in the data storage;
determine whether a records management policy is applicable to the content;
responsive to the records management policy being applicable to the content, sending to a second server the metadata of the content and a link to the content in the data storage to relinquish control of the content; and
responsive to the records management policy not being applicable to the content, retaining control of the content.
2. The system of claim 1 , wherein determining whether a records management policy is applicable to the content comprises receiving, via a user interface, information indicative of whether the records management policy is applicable to the content.
3. The system of claim 2 , wherein the information received by the user interface comprises an instruction to turn a retention management zone on or off.
4. The system of claim 2 , wherein the information received by the user interface comprises user input which defines a property of a retention management zone.
5. The system of claim 4 , wherein the property comprises a retention period and wherein the content server is configured to maintain retention control of the content according to the retention period set by the information received by the user interface.
6. The system of claim 4 , wherein the property comprises a location of the content server which has retention control of the content.
7. The system of claim 1 , wherein the content in the data storage is linked to a content server document created by the content server based on the metadata, the content server controlling records management functionality of the content via the content server document.
8. A method for archiving content, comprising:
receiving at a content server content from an application;
obtaining metadata of the content;
archiving the content in a data storage, wherein archiving the content in the data storage comprises storing the content at a secure location in the data storage;
determining whether a records management policy is applicable to the content;
responsive to the records management policy being applicable to the content, sending to a second server the metadata of the content and a link to the content in the data storage to relinquish control of the content; and
responsive to the records management policy not being applicable to the content, retaining control of the content.
9. The method of claim 8 , wherein determining whether a records management policy is applicable to the content comprises receiving, via a user interface, information indicative of whether the records management policy is applicable to the content.
10. The method of claim 9 , wherein the information received by the user interface comprises an instruction to turn a retention management zone on or off.
11. The method of claim 9 , wherein the information received by the user interface comprises user input which defines a property of a retention management zone.
12. The method of claim 11 , wherein the property comprises a retention period and wherein the content server is configured to maintain retention control of the content according to the retention period set by the information received by the user interface.
13. The method of claim 11 , wherein the property comprises a location of the content server which has retention control of the content.
14. The method of claim 8 , wherein the content in the data storage is linked to a content server document created by the content server based on the metadata, the content server controlling records management functionality of the content via the content server document.
15. A computer program product for archiving content, the computer program product comprising a non-transitory computer-readable medium storing instructions translatable by a processor of an archive center computer to perform:
receiving at a content server content from an application;
obtaining metadata of the content;
archiving the content in a data storage, wherein archiving the content in the data storage comprises storing the content at a secure location in the data storage;
determining whether a records management policy is applicable to the content;
responsive to the records management policy being applicable to the content, sending to a second server the metadata of the content and a link to the content in the data storage to relinquish control of the content; and
responsive to the records management policy not being applicable to the content, retaining control of the content.
16. The computer program product of claim 15 , wherein determining whether a records management policy is applicable to the content comprises receiving, via a user interface, information indicative of whether the records management policy is applicable to the content.
17. The computer program product of claim 15 , wherein the information received by the user interface comprises user input which defines a property of a retention management zone, the property comprising a retention period, and wherein the content server is configured to maintain retention control of the content according to the retention period set by the information received by the user interface.