Database retention and destruction systems for records management

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.

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.