Discussion on Retention and Legal Hold in CMIS
Background on Problem
Data retention and legal hold policies are defined to ensure that persistent data is stored in compliance with legal and business data archival requirements.
When an ERP system (like SAP ERP) is connected to an ECM system (via CMIS), data is distributed across both systems; e.g. invoice data is stored in the ERP system, while scanned attachements like a fax of that invoice are stored in the ECM system.
Problem: It should be possible to apply a data retention policy to both, the data in the ERP system, and the data in the ECM system. In this use case we assume, that the application (the ERP system) 'knows' about retentions and how to calculate them - at least for the data stored in the ERP system. Currently, there is no option to pass this 'knowledge' about the retention defined in the ERP system to the ECM system. The only option available is: An administrator will have to define the retention policies two times (once in the ERP system and again in the ECM system). This results in doubled administration effort, and might even result in different retention settings (if the mechanisms to define a retention policy differ).
CMIS should now provide at least a mechanism to allow applications to 'express' their retention for a document stored in a CMIS repository. In addition, CMIS should define semantics on such policies.
An invoice's data is stored in an ERP system. A fax image of that invoice is stored in a CMIS repository. The rules for retention policies on invoices are maintaned in the ERP system. When the fax image is attached to the invoice data in the ERP system, the ERP system
- creates the appropriate CMIS Policy for the retention if it does not already exist
- applies the CMIS Policy for the retention to the CMIS Document with the fax image
See Retention_Proposal_0.1.docx for a very first proposal.