AU2007200734A1 - Improvements relating to mail handling systems - Google Patents

Description

Feb. 2007 15:15 Shelston IP No. 1295 P. 4 0 0 ci 0 C) 0 0

(N

0

O

(c 0 0 0i -1-

AUSTRALIA

PATENTS ACT 1990 COMPLETE SPECIFICATION FOR A STANDARD PATENT

ORIGINAL

Name of Applicant/s: Actual Inventor/s: Smartstuff (Australia) Pty Ltd Salem James Khoury Address for Service Is: SHELSTON IP Margaret Street Telephone No: (02) 9777 SYDNEY NSW 2000 Facsimile No. (02) 9241 CCN: 3710000352 Attorney Code: SW Invention Title: IMPROVEMENTS RELATING TO MAIL HANDLIN Details of Original Application No. 76101/01 dated 25 Sep 2001 The following statement is a full description of this invention, Including the performing it known to me/us:- File: 29409AUP04 1111 4666 3 SYSTEMS Sbest method of 501100510_1.D0C/644 COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-0220 Feb. 2007 15:15 S h e Is ton I P No. 1295 P. .2- FIELD OF THE INVENTION This invention relates to a process and system for an integrated ap generation, letter and parcel addressing, letter and parcel identification, carriers of letters and parcels, the purchasing of delivery services for letti booking letter and parcel pick up with a selected carrier, recording of trar accounting and cost allocation, reporting, billing and the monitoring o parcels in transit.

BACKGROUND TO THE INVENTION It is to be noted that the following discussion of prior art is intel an understanding of the present invention. It should not be construed a with regard to the common general knowledge in Australia.

A typical mail/parcel generation process within a business illustrated in Fig. 1. The process generally comprises the following steps: 1. A letter or parcel (the 'item') is prepared by staff in an or 'user'). The user is usually a member of a department or originating 'department').

2. The user usually addresses the item by entering the addn processor, by generating a label via a software package or writing the ad the letter/parcel by hand. The address details may be retrieved from a, electronically or recalled from the user's memory. Alternatively, th4 addressed by centralised mail processing department (the 'mailroom').

3. The user may add a means of identifying the depart'me code.

4. The carrier selection process may also be a shared resp established carrier with whom the organisation has a contract for such s proach to letter 'shopping" for :rs and parcels, saction details, r letters and/or led to facilitate 5 an admission )rganisation is 'anisation ost centre (the (the ss into a word Iress details on latabase stored item may be t via a unique onsibility An rvices may be COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02t20 Feb. 2007 15:16 S h e Is ton I P No. 1295 P. 6 -3.

chosen or the user (or mailroom) may shop for such a carrier by using a suppliers or an appropriate directory service. Carrier selection is normal several factors including price and service levels (or delivery times). T particular delivery service is in turn determined by several factors includii The physical properties of the item (including weight and the density deeming rules for any given service) The number of items The class of goods (eg. documents, commercial items, dan The source (or return) and destination addresses Historical business level with a particular carrier, wh contract and discount pricing structure.

Required delivery time Available opportunity for collection (carrier scheduled or times).

The selection of a carrier is usually a manual process, with use operators being required to attempt to optimise items through A organisation may negotiate a fixed contract structure with a certain car period.

Once a carrier is selected, the user may telephone a select, centre to request that the item be collected from the organisation (ic. 't Alternatively, the mailroom may be charged with the responsibility of: function. In some organisations there may be a shared responsibility I function where either the department or the mailroom are able to book carrier.

ist of approved .y depended on he pricing of a Lg: limensions and lerous goods) oh may affect ad hoc pick up or mailroom tematively, the •icr for a given -d carrier's call ook' the item).

)erforming this br the booking an item with a COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02t20 Feb. 2007 15:16 S he Is t on I P No. 1295 P. 7 -4 6. Once an item is booked it is either collected by the carr scheduled collection times or booked for collection in an ad hoc fashion point may be the in the department or in the malroom. In the latter ci usually collected from the department by maliroom staff and taken tc awaiting collection by the carrier, 7. Some level of transaction recording may take place and in transaction is recorded in specialised mailroom management and acc( designed for this function. This process may involve the mailroom ope some or all of the attributes identified in 4(a) through in addition to o data such as transaction and statement numbers. This system may functions including functions for single carrier booking, reporting and cc the respective department, billing and accounting. Whilst such a systi include a function for price determination for a particular carrier, gener does not allow for the price comparison of one carrier against another.

8. The selected carrier collects the items. A physical transaction report may be provided to the carrier with the items. T allocate a unique tracking number to the item(s), which may be used tc through its delivery network where this option is available.

The above described system and methodology is a loose connec and processes and not ideal as it precludes the efficiencies and accuracy integrated approach to letter generation, letter and parcel addressing, 1( identification, "shopping" for carriers of letters and parcels, the purchasin letters and parcels, booking letter and parcel pick up with a selected carri transaction details, accounting and cost allocation, reporting, billing and letters and/or parcels in transit.

er with known The collection tSe, the item is the mailroom some cases the iunting system rator keying in ,her identifying aclude various st allocation to m will usually illy the system or electronic le carrer may track the item :ion of systems Lerived from an tter and parcel g of carriage of recording of monitoring of COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02.20 Feb. 2007 15:16 S he Is t on I P No. 1295 P, 8 Step 2 (ie. addressing) of the current process provides the first collect some of the data about a transaction identified in 4(a) through process of addressing may be used to fully or partially complete Ste] selection) depending on the required service. Where addressing only pi the data required fbr Step 4, adding a few more details (ic, other le through to the addressing function allows automated shopping and carrier selection based on several parameters including cost and delivery i Addressing information is normally stored in electronic format ii available software packages or in custom built databases. These systems means of using this information to automatically create labels, generat blocks or may required that information be transferred manually to the single organisation may use many different contact management systems variety of IT platforms and departments do not usually have access t common 'address book'. Also, available software systems do not 1 1i functionality such as identification, shopping or carrier selection, book entry and recording, accounting, reporting, billing and item tracking.

Addressing information may be used to complete Step 3 (identific an integrated software system to automatically generate a unique transacl the item from a centralised database. This number is recorded against th the instant that an item is addressed, Addressing information may also be used to complete Step 5 (i transferring transaction information directly to the carrier's booking avoiding call centre waiting delays for the user (or mailroom) and redu costs for the carrier. This transfer of information will also provide addressing data to the carrier enabling more efficient pick up and deliver) opportunity to The very 4 (ie. carrier irtialy collects nents of 4 (a) )ptimisation of tandard.

commercially may provide a letter address 5e systems. A that reside on a 2 a centralised irovide further ng, transaction ation) by using ion number for department at e, booking) by ;ystem thereby fing call centre more accurate COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02.20 Feb. 2007 15:17 Shelston IP No. 1295 P. 9 -6- Many carriers provide a means of booking item collection either or direct data entry into their computer systems using proprietary softw emulation. These systems may provide their own address book function I address books with the rest of the organisation thereby increasing the risk being outdated and inaccurate. Companies that use different carriers different computer system and/or a different software system for each This is not ideal as the computer systems take up physical space and dii systems demand training and maintenance to be duplicated, This situatic users from optimising the shopping function over a broad range of suppli to limit competition on a day-to-day basis.

Information that is gathered during the addressing process co complete Step 7 (ie. transaction entry and recording) by transferr information directly to the mailroom's centralised database. The data her used to provide accounting, reporting and billing functions.

Many specialised software systems exist for the purpose of transf recording, A single carrier usually provides these systems to function wi set of service so multi-carrier processing and optimisation is limited or ni in the case of the booking systems, the computer systems take up phy different software systems demand training and maintenance to be di situation also prevents users from optimising the shopping function ove of suppliers and may act to limit competition on a day-to-day basis.

These systems are not linked to addressing systems or datab booking systems and may not provide for the electronic transfer of data tc An integrated approach would also provide carriers with ne increased accuracy and new product opportunities by providing com] ia a call centre are or terminal ,ut do not share of information may require a of the carriers.

ferent software n also prevents ?rs and may act ild be used to ng transaction -in may also be ction entry and :h their specific mn-existent. As iical space and plicated. This Sa broad range ases or carrier carriers, w efficiencies, )lete electronic COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02 Feb. 2007 15:17 S he Is t on I P No. 1295 P. -7records of the information described in 4(a) through and a means of records against a unique identifier for each item.

The generation of a letter type item in a department using a desk carries with it some inherent disadvantages. Such a devolved p comprising many departmental printers has a higher unit cost of printi centralised system where a single printer services the needs of many dep higher unit cost usually consists of a higher capital cost and consumal ultimate level of centralisation is achieved when the printing function is o external entity such as a mailing house where many organisations s equipment and are given access to greater efficiencies of scale, Ho' houses usually require a minimum quantity for cost effective operati printing also precludes efficient maximisation of postage discounts mw postal delivery organisations when postal lodgements are provided in a sequence.

SUMMARY OF THE INVENTION It is an object of the present invention to overcome or ameliorate the disadvantages of known mail handling processes or to at least pi alternative.

To this end, a first aspect of the present invention provides a proces items of mail from a plurality of sources, including the steps of: addressing said items of mail with address information, said add information being accessed and retrieved from one or more user databases field level mappings so as to provide said user with a single unified view data, and indexing these :op printer also inting system .g relative to a artments. This iles cost. The Itsourccd to an hare the same vever, mailing Devolved le available by particular sort at least one of ovide a useful of generating .ess by means of )f addressing COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02j20 Feb. 2007 15:17 S he Is t on I P No. 1295 P. 11 (ii) electronically transmitting said items of mail and address infornation to a central server; (iii) electronically queuing and sorting said items of mail in combin items of mail from other sources on the basis of an optimising parameter, (iv) subsequently printing said items of mail as one or more consolii in accordance with said optimising parameter, Preferably, said optimising parameter comprises the minimisat costs.

Preferably, said optimising parameter may include address data, printing, black and white or colour printing, insert requirements, requirements.

Preferably, said printing is set to occur at a defined time, or upon print operator.

Preferably, said items are printed at a remote location.

Preferably, the step of creating a unique identifier for each item o subsequently placed on or in the item of mail and stored in a database so item to be tracked at various stages in a mail delivery process. More unique identifier is read at various stages in said mail delivery process an a data set for the purpose of retrieving information from a database, writ to a database and/or tracking the item of mail during said mail delivery preferably, said unique identifier is stored in the database along with oti so as to make such information available for retrieval, editing and t various stages in the mail delivery process.

Ltion with ind lated print runs ,on of postage iimplex/duplex or letterhead request by the [mail which is s to enable the Iroferably, said I used to index ng information process. More ier information nhancement at COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02.

Feb. 2007 15:18 Seso P~.19 1 S h e I S t o n I P No. 1295 P. 12 Preferably, the process further includes the step of addressing sa wherein a preferred address for the intended recipient of the ite automatically retrieved from a database.

Preferably, details regarding a mail transaction are obtained a database at the time of printing the item of mail. More preferably, information regarding the mail transaction is obtained at the time of prin mail, the missing information is identified and automatically requested at the mail handling process.

Typically process of the present invention is implemented by me on a computer network.

The present invention addresses a number of issues in the cun providing an integrated suite of software tools and processes, which opi organisation aligning users with the mailroom. and with mail and courier invention also provides users with transparent access to a centralise mailing ifunction directly from their desktop applications. These processe centrally by procedures and policy implemented as rules in the software.

In one preferred form, the present invention provides a market technology for buyers and sellers of mail and parcel services. Preferabi: enables those sending mail and parcels to automatically address these ltei the best possible prices (or other desired delivery parameters) from a vs providers. This may be achieved by using a wide area network, such as Internet. The system generates an address line and a unique tracking item, books a pick up from the selected supplier, records the transaction accounting purposes and passes the collected data to the service provider unique tracking number. All these processes happen transparently wi d item of mail Mn of mail is Ad stored in a if insufficient ing the item of a later stage in ins of software ent process by ,rate across the suppliers. The I printing and giare controlled place enabling f, the invention ns and shop for riety of service br example the riumber for the for billing and indexed by the ilst the user is COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-04 Feb. 2007 15:18 S h e Is ton I P No. 1295 P. 13 writing a letter or generating an addressing label. Preferably, the inventic providing mail and/or parcel delivery services to offer their services oN Pricing and other service parameters can be offered to the general markc preferred clients. Once a user has accepted an offer, the invention enal provider to record the booking directly into their booking system. In a the system of the present invention may generate advertising and/or brc acting as a portal for the mail and courier industries.

BRIEF DESCRIPTION OF THE DRAWINGS A preferred embodiment of the invention will now be describ example only, with reference to the accompanying drawings in which: Fig. I is a flow diagram illustrating a typical mail/parcel genorath process; fig. 2 is a flow diagram illustrating a mail/parcel generatior process according to a preferred embodiment of the present invention; Fig. 3 is a schematic representation of one preferred o-nbodimer according to the present invention; Fig. 4 is a schematic representation of a second preferred cib system according to the present invention; and Fig. 5 is a Windows T M type print panel which is accessed whe system wishes to print a letter or label DETAILED DESCRIPTION OF PREFERRED EMBODIMENT(S) Figs. 3 and 4 illustrate five modules which form a preferred eml present invention, namely: I Address Book Module.

2 Mailroom Client Module.

n enables those er the Internet, t or targeted to iles the service preferred form, kerage fees by ad, by way of n and handling and handling t of the system udiment of the a a user of the lodiment of the COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-0220 Feb. 2007 15:18 Seso PN.19 .1 S h e I s t o n I P No. 11295 P. 14 11 3 Remote Printing Client Module.

4 Mailroom Server Module Remote Printing Server Module These modules represent the various functional aspects of the sy to the present invention. Typically the modules of the system are ii means of computer software operable 'on a computer network. It si however that whilst the various modules forming the system are illustratei separately according to their functional aspects, the modules may be in single software application.

Each of the modules of the system will now be described in detail.

Address Book Module The Address Book module forms the core of the system of the pr and is an addressing system aimed at improving Steps 1 and 2 of the curre The Address Book Module provides a set of tools and pro generation of documents (eg. letters or labels), which may be printed eil remote location. Both labels and letters (local and remote) may I submissions to one or many contacts stored in the address book. In process may involve the following steps: item according ,iplemented by odld be noted I and described tegrated into a -sent invention nt process.

cesses for the er locally or to ic mail merge one form, the The user invokes a printing function (eg. via menu item 1 tool bar button, or other some means).

2. The following information is collected from the user; Package or service identification optional extras, such as delivery/handling criteria required delivery date required delivery time COMS ID No: SBMI-0631 81 31 Received by IP Australia: -ime 16:37 Date 2007-02J2O Feb. 2007 15:19 S h e Is ton I P No. 11295 P. -12- Plain or Letterhead Stock Simplex or Duplex printing Inserts, such as additional material, to be added to tht Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Lab, "RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Coni contacts" The following information is retrieved from one or in programmatically: Tracking State Record Submit date/time RemotePrint key Email Submit date/time Mail merge record count Total document page count Document property set Advantageously, the Address Book module provides the user unified view of an organisation's contact databases, which cont information, and as such represents a significant improvement over c This is achieved by concurrently mapping the data structures of multip systems into a single data structure using, but not limited to, C Connectivity (ODBC) methods, The data set of the external data sourc module's own data set. The data in the data structures is then presented letter item Print" (if act" OR "All ore databases with a single tin addressing irrent systems.

e existing data )pen Database 5s becomes the to the user for COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02J20 Feb. 2007 15:19 Shelston IP No. 1295 P. 16 -13viewing, incremental searching, sorting and query-based subset generatio: is also used for decision making and programming.

The Address Book module communicates its data structure and d computer software, hardware or firmware application (including but Microsoft Word

M

for the purpose of creating a mail merge document, cc module, and consistent with that application's management of the mail r The mail merge fields for said mail merge document may of any class but not limited to, Destination Address, Source Address and Return A merge fields may be made available to a computer software, hardwae application (including but not limited to Microsoft WordTM) via a va including, but not limited to, use of Microsoft's COM technology document suitable for that application's environment (eg. a .dot docu! Microsoft Word T M which displays the fields using that application's it button, macro or other item) or another application to achieve the sa inserts these fields at a selected insertion point using said application (in limited to Microsoft WordT').

The Address Book module inserts the contact details of the cu: contact into a computer software, hardware or firmware application (in( limited to, Microsoft WordTM) using a user defined layout template. 1 predefined by the user and is designed using an editor that enables defi attributes (including, but not limited to, field position, font size and type I and the module's available data set. The object(s) inserted into a con hardware or firmware application (including, but not limited to, Microsoi be a series of lines containing the template field items or a Microsoft V containing the template field items.

i. The data set ita therein to a not limited to ntrolled by the ierge function.

.ype, including ddress. These e or firmware -iety of means or a template nent add-in in .terface (menu, ne results and :luding but not rently selected luding, but not his template is fition of layout nd layout size) puter software, t Word'M) may 'ordTM text box COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02 Feb. 2007 15:19 Shelston IP No. 11295 P. 17 -14- If a delivery point identifier (DPID) representing a unique deli present in the destination address, the module formats it to the approve barcode presentation of the relevant postal authority including, but Australia Post.

The Address Book module can also add a unique tracking ideni mark or number, to the document. For example, it may add a unique DPID barcode. This unique tracking number indexes a database listing for a specific mail carrier. The database is sent to the mail, carrier eith the day's processing or as each transaction occurs via disk or some i means including, but not limited to, email. The mail carrier is then i unique tracking number to look up further information about the mailing but not limited to, destination, sender and return details. These details w contact information including email address. The carrier can then off services to track each piece through the delivery network and inform recipient of the progress of this item through the delivery process.

The Address Book module uses the currently open document software, hardware or firmware application (including but not limite Word"T) containing the merge fields made available by the Address Boc to control and print a mail merge and to create a mail merge data s currently selected contact record, all contact records or a subset creat function in the module which uses a query-by-example technique to filt data set into a required subset. In a preferred embodiment of the inventi to the software will be styled after a standard WindowsTM print panel the accept additional information prior to printing documents (locally or rem An example of such a print panel is depicted in Fig. 5. This panel is acti very address is d standard and .ot limited to, ifier, such as a number to the all transactions ;r at the end of ither electronic ble to use this piece including ill usually such sr value added the sender and of a computer 3 to Microsoft k module so as )urce from the .d by a search r the complete 3n the interface t is modified to )tely) or labels, vated when the COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02 Feb. 2007 15:20 S he Is t on I P No. 11295 P. 18 user presses the standard print button of the computer software, hardwe application (including but not limited to Microsoft WordTM). This pan activated when the user uses some other means to invoke the printing computer software, hardware or firmware application (including but Microsoft WordTm).

The Address Book module writes the contact details of the cm contact(s) to a label printer using a user defined layout template. T predefined by the user and is designed using an editor that enables deft, attributes (including but not limited to field position, font size and type E and the module's available data set, If a delivery point identifier (DPII the destination address, the module formats it to the approved formal authority including but not limited to the standards defined by Australia P The Address Book module can also add a unique tracking numb barcode. This unique tracking number indexes a database listing all tr specific mail carrier along with a current and historical status for each number. The database may be sent to the mail carrier either at the ei processing or as each transaction occurs via disk or some other ele including but not limited to email. In one preferred form the data is collel database prior to forwarding to the mail carrier. The mail carrier is then unique tracking number to look up further information about the mailing but not limited to, destination, sender and return details. These details w contact information including email address. The carrier can then off services to track each piece through the delivery network and inform recipient of the progress of this item through the delivery process, re or firmware l may also be process in the not limited to rently solectod uis template is ition of layout nd layout size) is present in of any postal )st.

Dr to the DPID nsactions for a inique tracking id of the day's ctronic means, ,ted in a central able to use this piece including ill usually such ,r value added the sender and COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02..0 Feb. 2007 15:20 Shelston IP No. 1295 P. 19 0 1 0 ci 0

C)

0 0 0 0c 0 0 0i -16- The Address Book module (or any of its functions) may be in computer software, hardware or firmware application (including but Microsoft WordTM) and accessed by means of a button, a menu item method.

Alternatively, the Address Book Module may be accessed application independent of any other computer software, hardwar application. The module will open a document in the target environmen' not limited to Microsoft WordTM) when required to do so.

The Address Book module may be adapted to use the postal addr country including but not limited to the Australia Post Postal Address provide the ability to search for new and existing addresses on the pos provided by any postal authority including but not limited to Australia Po then automatically writes a delivery point identifier into the new or e structure and formats said delivery point identifier in the required format postal authority including but not limited to Australia Post.

The postal address file is integrated into the module using a vari technologies including but not limited to Dynamic Link Libraries (DLL).

In one form, the Address Book module constructs the aboveme tracking number into the barcode representation of the DPID.

Advantageously, the Address Book module allows users to in responsible for collecting items that a particular item or items are read) This notification may take place using a variety of methods including bi electronic mail. The module writes the notification details of the cu contact(s) to the said method of notification using a user defined layout template is predefined by the user and is designed using an editor that en tegrated into a not limited to or some other directly as an Sor firmware (including but -ss files of any File (PAF) to tal address file it. The module tisting address For the relevant )ty of available ntioned unique form the party for collection.

it no limited to tently selected template. This ables definition COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02120 Feb. 2007 15:20 Shelston IP No. 11295 P. -17of layout attributes (including but not limited to field position, font siz layout size) and modules available data set. The user may add commen the notification, Mailroom Client Module The Mailroom Client module is aimed at improving Steps 3 th current process by helping users move away from a centralised mail accounting model to a transparent and devolved data collection a processing model. The Mailroom Client module is an extension to the module and enables 'discussions' with the Mailroom Server module via Program Interface (API). When installed it must be identified with a spe Server module location.

This module transparently devolves the responsibility for collectin item to the user (ie. at the item creation point) and works in conjun Address Book module to: collect Destination, Sender and Return address details (Ste (ii) add a unique identifier to all items (Step 3) (iii) collect information required for pricing, price comparison service and (iv) carrier selection (Step such as: the physical properties of the item (includinj dimensions and the density deeming rules for any gi the number of items the class of goods (eg. documents, commercial itc goods) required delivery time Sand type and its to complete 'ough 8 of the processing and ad transaction Address Book an Application :ific Mailroom j data about an ction with the 2) and optimised weight and ven service) ms, dangerous COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02-

I

Feb. 2007 15:21 Shelston IP No. 11295 P, 21 -18time that item will be available for collection In a preferred embodiment of the invention the interface to the soi in the form of a standard WindowsTM print panel that is modified to ac information, and an example of such a panel is illustrated in Fig. 5.

activated when the user presses the standard print button of the comr hardware or firmware application (including but not limited to Microsoft panel may also be activated when the user uses some other means to invc process in the computer software, hardware or firmware application (in( limited to Microsoft WordTM).

The Mailroom Client module then submits this information to Server module, which contains pricing information, as well as other inf each service. Suitable services are then offered to the desktop environme price, service delivery or availability. Once the user makes a selection (S collection is booked (Step 6) and the transaction details are recorded al Server module (Step The carrier then collects the item with a physic report accompanying the collection (Step 8).

Some transactions cannot be completed at the desktop, for instat environment may not have a scale for determining item weights. The m( a two-stage transaction whereby information is gathered about the item further details needed to complete the transaction are collected in stage occur in the organisation's mailroom or at a mailing centre, Remote Printing Client Module This module is aimed at improving Step 1 of the current process t move away from a devolved printing model to a centralised printing modi tware is styled ;ept additional This panel is iuter software, WordTM). This ke the printing luding but not the Mailroom )rmation about it optimised on :ep the item the Mailroom dl or electronic ce the desktop idule facilitates in stage 1 and Stage 2 may y helping users 1.

COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02120 Feb. 2007 15:21 S h eIs t on I P No. 1295 P. 22 -19- The module is integrated into the Address Book module and is 1 documents for processing on the Remote Printing Server module discuss Remote Print module, in conjunction with the Address Book module, pi tools and processes for the generation of documents (eg. letters). Letters remote location. Letters may be mail merge submissions to one or many in the Address Book. In one form, the process may involve the following 1. The user invokes a printing function (eg. via menu item, or other some means).

2. The following information is collected from the user: Package or service identification optional extras, such as delivery/handling criteria required delivery date required delivery time Plain or Letterhead Stock Simplex or Duplex printing Inserts, such as additional material, to be added to thi Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Lab "RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Con contacts" The following information is retrieved from one or n programmatically: Tracking State ised to prepare d below. The ovides a set of are printed to a contacts stored steps: ool bar button, letter item Print" (if act" OR "All ,ore databases COMS ID No: SBMI-06318131 Received by 1P Australia: Time 16:37 Date 2007-02.20 Feb. 2007 15:21 S h e ISto0n I P No. 11295 P. 23 Record Submit date/time RemotePrint key Email Submit date/time Mail merge record count Total document page count Document property set The Remote Printing Client module uses the currently open corn hardware or firmware application (including but not limited to Mier document containing the merge fields of the Address Book module tc merge document and to create a mail merge data source from the cul contact record, all contact records or a subset created by the search Address Book module, In a preferred embodiment of the invention the software will be styled after a standard WindowsTM print panel that is mo additional information prior to printing documents (locally or remotely) panel is activated when the user presses the standard print button osoftware, hardware or firmware application (including but not limite Word'm). This panel may also be activated when the user uses some invoke the printing process in the computer software, hardware or firm (including but not limited to Microsoft WordTM).

Advantageously, this module, enables those submitting mail brochures and "inserts" are added to the mailing piece once the piece ii Remote Printing Server.

The mail merge document and its mail merge data source transported by any available means, including but not limited to electr( Remote Printing Server module. Alternatively, this module may print puter software, Dsoft WordTM) create a mail rently selected bunction of the interface to the lifted to accept or labels. This the computer I to Microsoft other means to are application to select what printed by the may then nic mail to directly to COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02.20 Feb. 2007 15:21 Shelston IP 295 P. 24 -21attached local or network printer not necessarily associated with the R Module. The Remote Printing Server module may be linked to a par Printing Client module via a shared 'write to' 'read from' electronic m other means.

In a preferred embodiment of the invention, the Remote Printing may write transaction details directly to the, Mailroom Client module for performing those functions detailed above in the section "Mailroom Clien Mailroom Server Module Mailroom Server module is aimed at improving Steps 3 through I process by helping users move away from a centralised mail processing model to a transparent and devolved data collection and transaction pro with centralised accountability.

The Mailroom Server module has all the functions of Mailroom described above and is required to complete the transactions generated b Client module.

In a preferred embodiment of the invention the interface to the s styled after a standard Windows T M print panel that is modified to ac information. This panel is activated when the user presses the standard the computer software, hardware or firmware application (including bu Microsoft WordTM). This panel may also be activated when the user u means to invoke the printing process in the computer software, hardwi application (including but not limited to Microsoft Word"M).

The Mailroom Client module may submit transaction details Server module (ie, a devolved processing model) using a define smote Printing icular Remote ailbox or some Client module the purpose of Module", I of the current and accounting icessing model Client module t the Mailroom ftware will be cept additional print button of not limited to ses some other re or firmware into Mailroom d client/server COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02-20 Feb. 2007 15:22 Shelston IP No. 11295 P. en 0 0 ci 0 0 ci 0 0q -22relationship. Alternatively, a user may use enter transactions directly Server module (ie. a centralised processing model).

The Mailroom Server module's interface may be the same as Client module or it may be configured to enable higher speed data department mixed-mail type items, The Mailroom Server module defines 'buyers' in a hierarchical ft multiple buyer company definitions. Departments and sub-departments right down to staff or 'user' level, Various attributes are allo department/user. Each department/user node in the defined hierarchy ma a billing point and may have an account that defines its relationship wit entity. A minimum of one standard statement is defined for each billi hierarchy. A statement is a collection of transactions and is allocated to a defined statements-account relationship. Each statement may hav relating to its structure, and its closing (or completion) processes. Each c will have a user name/password combination, which are validated when Mailroom Server module.

The Mailroom Server module allows the definition of system oper login using their usemame and password to access the system. The ope: recorded against each transaction enabling association of transaction and The Mailroom Server module also allows the definition of including but not limited to Internet protocol (IP) status, IP port numb weight units, and other details.

The module also may be used to communicate with any serial seal about an item's weight.

Mailroom of multiinto Mailroom shion allowing nay be defined ,ated to each y be defined as i the mailroom ig point in the )e account via defined rules epartment/user ,onnecting to a ators who must ator details are )perator.

system set-up r, length units, e to gather data COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-0220 Feb. 2007 15:22 Shelston IP No. 11295 P. 26 -23- The Mailroom Server module allows the definition of b communications in order to communicate with any serial barcode reader.

The Mailroom Server module allows the definition of any vai needed to calculate pricing or process items. These variables may be loi scope.

The Mailroom Server module allows the definition of any dimensional lookups that are needed to calculate pricing or process lookups may be local or global in scope.

The Mailroom Server module defines 'suppliers' with various E allocated to each supplier. A minimum of one account is defined supplier-mailroom relationship. A statement is a collection of trans allocated to one account via a defined statements-account relationship.

may have defined rules relating to its structure, and its closing processes. Each supplier has defined services. A service is associated else tree for pricing calculations where the formulae used are user del logic tree defining the relationship may be built of many branche conditionals).

A service may be associated with its own variables which may calculated and are associated with user definable validation rules.

A service may be associated with its own user definable ft presentation.

A service may be associated with its own one or two-dimensional lookups.

arcode reader iables that are :al or global in one or twoitems. These ttributes being :o identify the actions and is Each statement ir completion) vith an if-theninable and the s (if-then-else be defined or rm for visual user definable A service is associated with a user definable timetable for item piccup times.

COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02-20 Feb. 2007 15:22 SheIston IP No. 1295 P. 27 -24- A service is associated with its own user definable docket (or label). This docket is normally placed on a parcel or letter item.

A service is associated with an if-then-else tree for warnings (expert advice given to users) where the formulae used are user definable and the logic tree defining the warning rules may be built of many branches (if-then-else conditionals).

A service is associated with user definable rules that are tested during transaction processing and appropriate advice or actions taken if the rules are no longer valid A service is associated with an if-then-else tree for delivery tines where the formulae used are user definable and the logic tree defining the relationship may be built of many branches (if-then-else conditionals).

A service is associated with user definable deeming rules that co vert a volume into a deemed weight according to a standard density definition.

A service is associated with user definable extras that enable t e selection of service optional extras according to an if-then-else tree for extras calculation where the formulae used are user definable and the logic tree defining the relationship may be built of many branches (if-then-else conditionals).

The Mailroom Server module performs one or more of the following functions: define a customer service that may or may not have a direct association with a supplier service. A customer service has all the attributes li ted above for a supplier service.

define mailroom packages that enable auto selection of suitable supplier packages.

record transactions for accounting purposes.

define buyers and sellers of services in a flexible manner so as to allow for all possible relationships in such a market place environment. The mailroom COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02120

I

Feb. 2007 15:23 Shelston IP No. 1295 P. 28 may be a department of the buyer class or it may be and outsc Either the seller of services or an alternate party may manage function. The price to the buyer may be a 'pass through 'marked up' in a variety of ways.

define items and services extensively to allow item and servic enable the creation of complex, dynamic price lists to cater f combination of variables and price list constructs. This i compare the various services of one seller or the services of r enable shopping for 'best rate' or 'best service' options frorr carriers given a set of starting parameters.

enable sending of bookings directly to carriers' systems or mailroom to pick up items, enable price and service definitions based on knowledge thereby devolving the expertise extant in mailroom staff, to th enable completion of part transactions (initiated by the M module). Refer to discussion of Stagel/Stage2 transaction description of the Mailroom Client module, enable sellers to construct new price list and service def exchange these definitions with buyers via various ele including but not limited to electronic mail.

Remote Print Server Module Remote Print Server module is aimed at improving Step 1 of the by helping users move away from a devolved printing model to a cent model.

urced function.

the outsourced or it may be Scomparisons.

3r any possible llows users to any sellers.

selected or all notification to based systems desktop.

ailroom Client s in the above nitions ;tronic and to means, current process ralised printing COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02 Feb. 2007 15:23 Shelston IP No. 1295 P. 29 26 Remote Printing Server module receives submissions from the R Client module via a shared 'write to' 'read from' electronic mailbox means. This submission consists of a mail merge document and its i merge data source and may be made directly from the Remote Printing C via the Mailroom Server module.

In a preferred embodiment of the invention the interface to the so in the form of a Windows T M print panel that is modified to accept additior This panel is activated when the user presses the standard print button c software, hardware or firmware application (including but not limite WordTM). This panel may also be activated when the user uses some invoke the printing process in the computer software, hardware or firm (including but not limited to Microsoft WordTM).

The Remote Print Server module processes the mail merge do associated mail merge data source to produce a data structure consist limited to) Destination, Source and Return address details and an associal each of the records in the print merge data source. Remote Print Server n document integrity control at this stage of processing. These controls but are not limited to barcodes, OMR marks, OCR marks or some other fi The data structure and associated print file are presented to a pri constantly sorted and resorted based on submissions to provide the best sort order (minimum postage cost), This sort order is usually def organisations and includes, but is not limited to the sort order defined b: as the 'National Pre-sort PlanTM' and the 'Barcode Sort Plan"T'.

Alternatively, the Remote Print Server module may sort records a desired parameter provided in the submission including, but not limited t emote Printing or some other ssociated mail lient module or tware is styled al information.

f the computer I to Microsoft )ther means to are application ument and its ng of (but not ed print file for lodule may add nay consist of, rm of control.

it queue that is possible postal ined by postal SAustralia Post ;cording to any D, address data, COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02 Feb. 2007 15:23 Shelston IP No. 11295 P. -27simplex/duplex printing, black and white or colour printing, insert re letterhead requirements.

The Remote Print Server module may be adapted to use the post of any country including but not limited to the Australia Post Postal Addri The Remote Print Server module can check for submissions predefined time intervals, The Remote Print Server module provides for management o including deletion and re-submission of items as well as reprinting and cli logs.

The Remote Print Server module can be set to print at a define request by the print operator.

In a preferred embodiment of the invention, the Remote Printing may write transaction details directly to the Mailroom Client module for performing those functions detailed above in the section "Mailroom Clien Fig. 3 and 4 illustrate two possible configurations of the various system and the data communication between the modules. The followi the various possible combinations of the modules: quirements, or al address files :ss File (PAF).

on cue or in f print queues -aring of queue i time or upon Server module the purpose of Module".

modules of the ig table details COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02-20

I

Feb. 2007 15:24 Shelston IP No. 1295 P. 31 28 COMBINATION MODULE NO(S) MODULE FUNCTIONALITY COMMENTS a 1 The Address Book module Is The mapping of multiple contact used to provide a unified view source data Into a unified address of the organisation's contact book makes this nodule unique, data The creation of a unique tracking number that may be incorporated into a barcode r presentation and then possibly used to index a dataset containing contact and mailing Informal on makes this module unique.

b 4 The Mailroom Server module Is used to manually enter data relating to mail and packages.

o 1 and 3 The Address Book module is This combination Is unique used to provide a unified view because the data in is offered of the organisation's contact up to letter/lbel generating data. application for mail merge The Remote Printing Client purposes, module Is used to generate The creation of I unique tracking letters and package labels number that Is I corporated into a locally, barcode representation and then used to index a ateset contaIning contact and m lllng information makes this module unique, d 2 and 4 The Mailroom Client module Is This combination Is unique used to devolve data entry into because it devolves the data entry the Mallroom Server module of details relatihg to mail and back to the desktop. packages back to the point of The Mallroom Server module generation.

Is used to manually enter data Records mail transaction data at relating to mail and packages, the user's deskt)p as a letter or label Is generated, and therefore simplifies the process of transaction recoring.

e 1,3 and 5 The Address Book module is This combinat on Is unique used to provide a unified view because of and because mall of the organisatlon's contact merge data an, document are data. sent to 5 In such a manner that The Re e P g C t further manipulation of data and The Remote Printing Client document are mSde possible at module is used to generate letters and package labels Not applicable to the system locally, depicted In Fig. The Remote Printing Server module Is used to generate letters remotely.

COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007 0 2 20 Feb. 2007 15:24 Shelston IP No. 1295 P. 32 -29- COMBINATION MODULE No(a) MODULE FUNCTIONALITY COMMENTS f 1,2 and 4 The Address Book module is This combination Is unique used to provide a unified view because it devoles the data entry of the organisation's contact of details relatlig to mail and data. packages back to the point of generation and sources address The Mlroom lent module s details from th e mapping of used to devolve data entry Into multiple contact source data into a the Mailroom Server module unified address ook.

back to the desktop.

The Mallroom Server module Is used to manually enter data relating to mall and packages.

Data Is passed from the Address Book module to the Mallroom Client module and then to the Mallroom Server module.

g 1,3 and 4 The Address Book module is This combinat on Is unique used to provide a unified view because of and the use of the of the organisation's contact unique tracking number to data. associate with a ransactlon In 4.

The Remote Printing Client module is used to generate letters and package labels locally.

The Mallroom Server module is used to manually enter data relating to mall and packages.

h 1,2,3 and 4 The Address Book module Is This combinat on is unique used to provide a unified view because of and 'rd and the of the organisation's contact exchange of Inftrmatlon between data. 3 and 2.

The Remote Printing Client module Is used to generate letters and package labels locally.

The Mallroom Client module Is used to devolve data entry Into The Mallroom Server module back to the desktop.

The Mailroom Server module is used to manually enter data relating to mail and packages.

Data is passed from the Address Book module to the Remote Printing Client module, to the Mailroom Client module and then to the Mallroom Server module.

COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02- Feb. 2007 15:24 Shelston IP No. 1295 P. 33 CoMBINATION MODULE No(8) MODULE FUNCTIONAUTY COMMENTS S1,3, 5 and 4 The Address Book module Is This comblnat on is unique used to provide a unified view because of and the use of the of the organlsation's contact unique tracking number to data, associate with a ransaction in 4.

The Remote Printing Client Not applicable to the system module Is used to generate depicted In Fig.

letters and package labels locally.

The Remote Printing Server module Is used to generate letters remotely.

Data is passed from the Address Book module to the Remote Printing Client module and to the Remote Printing Server module.

The Mailroom Server module is used to manually enter data relating to mall and packages.

S1,2,3,4 and 5 The Address Book module Is This comblnat on Is unique used to provide a unified view because of and the of the organlsation's contact exchange of Inf rmatlon between data. 3 and 2 as well as 5 and 2.

The Remote Printing Client module is used to generate letters and package labels locally.

The Remote Printing Server module Is used to generate letters remotely.

The Mailroom Client module Is used to devolve data entry Into the Mailroom Server module back to the desktop, The Mallroom Server module is used to manually enter data relating to mall and packages.

Data Is passed from the Address Book module to the Remote Printing Client module and to the Remote Printing Server module.

Data Is passed from the Address Book module to the Mailroom Client module and to Mailroom Server module.

Data Is passed from the Remote Printing Client module and the Remote Printing Server module to the Mallroom Client module and then to the Mailroom Server module.

COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02420 Feb. 2007 15:25 SheIston IP No. 1295 P. 34 -31- In the embodiment of the system illustrated in Fig. 4, it is to be noi no direct communication between the Remote Print module (module 3) Print Server module (module In comparison to the system configural Fig. 3, the system of Fig. 4 provides for better control of communici Communication is through a single port/channel via the Mailroom (module 2).

Although the invention has been described with reference to spedci will be appreciated by those skilled in the art that the invention may I many other forms.

ed that there is nd the Remote ion depicted in itions security.

Client module fic examples it e embodied in COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 200 7 02 20

Claims (6)

1. A process of generating items of mail from a plurality of sources, in steps of: addressing said items of mail with address information, said addi information being accessed and retrieved from one or more user database field level mappings so as to provide said user with a single unified view data, and (ii) electronically transmitting said items of mail and address inform central server, (iii) electronically queuing and sorting said items of mail in combin items of mail from other sources on the basis of an optimising parameter, (iv) subsequently printing said items of mail as one or more consoli in accordance with said optimising parameter.

2. A process of generating items of mail as claimed in claim I whereir optimising parameter comprises the minimisation of postage costs.

3. A process of generating items of mail as claimed in claim optimising parameter may include address data, simplex/duplex prini white or colour printing, insert requirements, or letterhead requirements.

4. A process of generating items of mail as claimed in any one o: wherein said printing is set to occur at a defined time, or upon requ< operator. The process of generating items of mail as claimed in any one o wherein said items are printed at a remote location.

6. The process of generating items of mail as claimed in any one o further including the step of creating a unique identifier for each item c ,luding the ess i by means of )f addressing ation to a tion with and Iated print runs said wherein said ing, black and claims 1 st by the to 3 print f claims 1 to 4 'claims 1 to f mail which is COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02.20 I Feb. 2007 15:25 S h e Is ton I P No. 1295 P. 36

33- subsequently placed on or in the item of mail and stored in a database so item to be tracked at various stages in a mail delivery process. 7. The process of generating items of mail as claimed in claim 6 whei identifier is read at various stages in said mail delivery process and used set for the purpose of retrieving information from a database, writing ii database and/or tracking the item of mail during said mail delivery proces 8. The process as claimed in claims 6 or 7 wherein said unique identi the database along with other information so as to make such informath retrieval, editing and enhancement at various stages in the mail delivery p 9. The process as claimed in any one of claims 1 to 8 further inclu( addressing said item of mail wherein a preferred address for the intended item of mail is automatically retrieved from a database. A process as claimed in any one of claims I to 9 wherein details r, transaction are obtained and stored in a database at the time of printing th, 11. The process as claimed in claim 10 wherein if insufficient inform the mail transaction is obtained at the time of printing the item of mi information is identified and automatically requested at a later stage in th process. 12, A process of generating an item of mail substantially as herein reference to any one of the embodiments of the invention illu accompanying drawings and/or examples. s to enable the ein said unique to index a data iformation to a fier is stored in in available for rocess. ing the stop of recipient of the .garding a mail item of mail. ation regarding i, the missing mail handling described with strated in the COMS ID No: SBMI-06318131 Received by IP Australia: Time 16:37 Date 2007-02t20