AU2007200740A1 - Improvements relating to mail handling systems - Google Patents

Description

20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 D04 -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 SYDNEY NSW 2000 CCN: 3710000352 Attorney Code: SW Telephone No: Facsimile No.

(02) 97771111 (02) 9241 4666 Invention Title: IMPROVEMENTS RELATING TO MAIL HANDLING SYSTEMS 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:best method of File: 29409AUP04 601100910_i.Do C0844 COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 005 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 lett( booking letter and parcel pick up with a selected carrier, recording of tran accounting and cost allocation, reporting, billing and the monitoring ol parcels in transit.

BACKGROUND TO THE INVENTION It is to be noted that the following discussion of prior art is intend 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 c illustrated in Fig. 1. The process generally comprises the following steps: 1. A letter or parcel (the 'item') is prepared by staff in an org 'user'). The user is usually a member of a department or originating c 'department').

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

3. The user may add a means of identifying the department code.

4. The carrier selection process may also be a shared respo established carrier with whom the organisation has a contract for such se )roach to letter 'shopping" for rs and parcels, raction details, 'letters and/or ed to facilitate an admission rganisation is anisation )st centre ;s into a word ress details on itabase stored item may be via a unique nsibility. An vices may be COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-20 20/02/07 17:09 SHELSTON IP 4 062837999#3331 NO.768 D06 -3chosen or the user (or mailroom) may shop for such a carrier by using a 1 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, danj The source (or return) and destination addresses Historical business level with a particular carrier, whi 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 user operators being required to attempt to optimise items through All organisation may negotiate a fixed contract structure with a certain carr period.

Once a carrier is selected, the user may telephone a selecte centre to request that the item be collected from the organisation (ie. 'b Alternatively, the mailroom may be charged with the responsibility of p function. In some organisations there may be a shared responsibility f( function where either the department or the mailroom are able to book i carrier.

ist of approved y depended on le pricing of a g:; limensions and erous goods) :h may affect id hoc pick up s or mailroom ernatively, the er for a given i carrier's call ok' the item).

erforming this r the booking n item with a COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 NO.768 307 -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 mailroom. In the latter c usually collected from the department by mailroom 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 ol data such as transaction and statement numbers. This system may ii functions including functions for single carrier booking, reporting and co the respective department, billing and accounting. Whilst such a syste include a function for price determination for a particular carrier, genera 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. TI allocate a unique tracking number to the item(s), which may be used to through its delivery network where this option is available.

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

er with known The collection ase, the item is the mailroom some cases the unting system rator keying in her identifying iclude various st allocation to an will usually illy the system or electronic e carrier may track the item on of systems rived from an ter and parcel of carriage of r, recording of monitoring of COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/02/0? 20/02/07 17:09 SHELETON IF 4 062837999#3331NO78 0 No.?ee [Poe Step 2 (le. addressing) of the current process provides the first opportunity to collect some of the data about a transaction identified in 4(a) through The very process of addressing may be wsed to fully or partially complete St= 4 (ic. carrier, selection) depending on the required service. Where addressing only p irtially collects the data required for Step 4, adding a few more details (ie. other elements of 4 (a) o through to the addressing function allows automated shopping and Dptimnisation of catrer selection based on several parameters including cost and delivery standard.

ci Addressing information is normally stored in electronic format in comnmercially available software packages or in custom built databases. These systems may provide a means of using this information to automatically create labels, generate letter address blocks or may required that information be transferred manually to di ~e systems. A single organisation may use many different contact management systems at reside on a variety of IT platforms and departments do not usually have access t a centralised common 'address book'. Also, available software systems do not provide further functionality such as identification, shopping or carrier selection, booking, transaction entry and recording, accounting, reporting, billing and itemn tracking.

Addressing information may be used to complete Step 3 (identification) by using an integrated software system to automatically generate a unique transaction number for the item from a centralised database. This number is recorded against tbe department at the instant that an item is addressed.

Addressing information may also be used to complete Step 5 (ie. booking) by transferring transaction information directly to die carrier's booking system thereby avoiding call centre waiting delays for the user (or mailroom) and redu ing call centre costs for the carrier. This transfer of information will also provide more accurate addressing data to the carrier enabling more efficient pick up and delivery.

COMS ID No: SBMI-0631 8831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 NO.768 D09 -6- Many carriers provide a means of booking item collection either or direct data entry into their computer systems using proprietary softm emulation. These systems may provide their own address book function 1 address books with the rest of the organisation thereby increasing the rish 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 dil systems demand training and maintenance to be duplicated. This situatic users from optimising the shopping function over a broad range of supplii to limit competition on a day-to-day basis.

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

Many specialised software systems exist for the purpose of transa recording. A single carrier usually provides these systems to function wit set of service so multi-carrier processing and optimisation is limited or nc in the case of the booking systems, the computer systems take up phys different software systems demand training and maintenance to be du situation also prevents users from optimising the shopping function over 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 to An integrated approach would also provide carriers with nes increased accuracy and new product opportunities by providing comp /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 lid be used to ng transaction in may also be ,tion entry and h their specific n-existent. As ical space and )licated. This a broad range ses or carrier carriers.

efficiencies, ete electronic COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-20 r 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 -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 deskt carries with it some inherent disadvantages. Such a devolved pr comprising many departmental printers has a higher unit cost of printin centralised system where a single printer services the needs of many dep2 higher unit cost usually consists of a higher capital cost and consumab ultimate level of centralisation is achieved when the printing function is o external entity such as a mailing house where many organisations sl equipment and are given access to greater efficiencies of scale, Hov houses usually require a minimum quantity for cost effective operatic printing also precludes efficient maximisation of postage discounts mad 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 pro alternative.

To this end, a first aspect of the present invention provides a process items of mail from a plurality of sources, including the steps of: addressing said items of mail with address information, said addr, 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 o: data, and ndexing these )p printer also inting system relative to a rtments. This Les cost. The tsourced to an are the same 'ever, mailing n. Devolved Savailable by particular sort it least one of vide a useful of generating Iss )y means of 'addressing COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 Dli -8- (ii) electronically transmitting said items of mail and address informs central server; (iii) electronically queuing and sorting said items of mail in combina items of mail from other sources on the basis of an optimising parameter, a (iv) subsequently printing said items of mail as one or more consolid in accordance with said optimising parameter.

Preferably, said optimising parameter comprises the minimisatii costs.

Preferably, said optimising parameter may include address data, s 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 of subsequently placed on or in the item of mail and stored in a database so a item to be tracked at various stages in a mail delivery process. More pi unique identifier is read at various stages in said mail delivery process and a data set for the purpose of retrieving information from a database, writir to a database and/or tracking the item of mail during said mail delivery r preferably, said unique identifier is stored in the database along with othl so as to make such information available for retrieval, editing and er various stages in the mail delivery process.

tion to a ion with nd ited print runs on of postage mplex/duplex or letterhead request by the mail which is to enable the eferably, said used to index g information rocess. More information hancement at COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/02/0? 17:09 SHELSTON IP 4 062837999#3331 NO. 76e P12 -9- 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 print mail, the missing information is identified and automatically requested at the mail handling process.

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

The present invention addresses a number of issues in the curr providing an integrated suite of software tools and processes, which opc organisation aligning users with the maitroom and with mail and courier invention also provides users with transparent access to a centralise mailing function 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. Preferably enables those sending mail and parcels to automatically address these iterr the best possible prices (or other desired delivery parameters) from a vat providers. This may be achieved by using a wide area network, such as fi Internet. The system generates an address line and a unique tracking r 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 whi d item of mail m of mail is ld stored in a if insufficient ing the item of a later stage in as of software rnt process by rate across the ;uppliers. The I printing and are controlled Iace enabling the invention s and shop for iety of service r example the umber for the .br billing and ndexed by the Ist the user is COMS ID No: SBMI-06318831 Received by 1P Australia: Time 17:24 Date 2007-02-FO 20/0¢2/0? 17:09 SHELSTON IP 4 062e37999#3331 NO4. 7G8 P13 writing a letter or generating an addressing label. Preferably, the inventic providing mail and/or parcel delivery services to offer their services ov Pricing and other service parameters can be offered to the general mark( 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 br, 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. 1 is a flow diagram illustrating a typical mail/parcel generatic process; Fig. 2 is a flow diagram illustrating a mail/parcel generation process according to a preferred embodiment of the present invention; Fig. 3 is a schematic representation of one preferred embodimen according to the present invention; Fig. 4 is a schematic representation of a second preferred emb system according to the present invention; and Fig. 5 is a WindowsTM type print panel which is accessed wher 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 emb present invention, namely: I Address Book Module.

2 Mailroom Client Module.

n enables those er the Internet.

t or targeted to des the service )referrcd form, kerage fees by by way of n and handling and handling of the system ?diment of the a user of the xdimcnt of the COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-O 20/02/07 17:09 SHELSTON IP 4 062837999#3331 NO. 7G8 P14 -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 sl however that whilst the various modules forming the system are illustrate separately according to their functional aspects, the modules may be ir 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 cith remote location. Both labels and letters (local and remote) may t submissions to one or many contacts stored in the address book. In process may involve the following steps: I. The user invokes a printing function (eg. via menu item, t 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 stem according aplemented by iould be noted I and described tegrated into a sent invention at process.

.esses for the Dr locally or to e mail merge one form, the )ol bar button, COMS ID No: SBMI-06318831 Received by 1P Australia: Time 17:24 Date 2007-02-O 20/02/07 17:09 SHELSTDN IP 4 062837999#3331 N0.768 -12- Plain or Letterhead Stock Simplex or Duplex printing Inserts, such as additional material, to be added to the Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Labi "RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Cont contacts" The following information is retrieved from one or m programmatically: Tracking State Record Submit date/time RemotePrint key Email Submit date/time Mail merge record count (0 Total document page count Document property set Advantageously, the Address Book module provides the user unified view of an organisation's contact databases, which conta information, and as such represents a significant improvement over ce This is achieved by concurrently mapping the data structures of multipl systems into a single data structure using, but not limited to, O Connectivity (ODBC) methods. The data set of the external data source module's own data set. The data in the data structures is then presented letter item l Print" (if act" OR "All >re databases with a single in addressing rrent systems.

existing data pen Database s becomes the :o the user for COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 D16 -13viewing, incremental searching, sorting and query-based subset generatior is also used for decision making and programming.

The Address Book module communicates its data structure and dt computer software, hardware or firmware application (including but I Microsoft WordTM) for the purpose of creating a mail merge document, co 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 t but not limited to, Destination Address, Source Address and Return Ai merge fields may be made available to a computer software, hardwar application (including but not limited to Microsoft WordTM) via a var including, but not limited to, use of Microsoft's COM technology document suitable for that application's environment (eg. a .dot docun Microsoft WordTM) which displays the fields using that application's in' button, macro or other item) or another application to achieve the sar inserts these fields at a selected insertion point using said application (inc limited to Microsoft Word

M

The Address Book module inserts the contact details of the cun contact into a computer software, hardware or firmware application (incl limited to, Microsoft WordT

M

using a user defined layout template. TI predefined by the user and is designed using an editor that enables defin attributes (including, but not limited to, field position, font size and type a and the module's available data set. The object(s) inserted into a comr hardware or firmware application (including, but not limited to, Microsoft be a series of lines containing the template field items or a Microsoft Wi containing the template field items.

The data set ta therein to a ot limited to atrolled by the erge function.

pe, including Idress. These Sor firmware iety of means >r a template ient add-in in erface (menu, ie results and luding but not ently selected ading, but not is template is ition of layout id layout size) uter software, Word T M may rdT" text box COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/022/0'7 17:09 SHELSTON IP 4 062837999#3331 NO.V6 7G 17 -14- If a delivery point identifier (DPID) representing a unique deli present in the destination address, the module formats it to the approw barcode presentation of the relvant 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 means including, but not limited to, email. The mail carrier is then a unique tracking number to look up further information about the mailingj 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

4) containing the merge fields made available by the Address Boo] to control and print a mail merge and to create a mail merge data sc currently selected contact record, all contact records or a subset create function in the module which uses a query-by-example technique to fite data set into a required subset. In a preferred embodiment of the inventic to the software will be styled after a standard WindowsTM print panel that accept additional information prior to printing documents (locally or reo An example of such a print panel is depicted in Fig. 5. This panel is actii very address is d standard and not limited to, ifier, such as a number to the all transactions rT at the end of ther electronic ble to use this )iece including I1 usually such -r value added he sender and if a computer to Microsoft module so as urce from the d by a search r the complete n the interface is modified to tely) or labels.

'ated when the COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-O 02/07 17:09 SHELSTDN IP 4 062837999#3331 N0.768 D18 user presses the standard print button of the computer software, hardw, 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 eui 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 defiu attributes (including but not limited to field position, font size and type a and the module's available data set. If a delivery point identifier (DPII the destination address, the module formats it to the approved format authority including but not limited to the standards defined by Australia Pi The Address Book module can also add a unique tracking numb barcode. This unique tracking number indexes a database listing all tra specific mail carrier along with a current and historical status for each u number. The database may be sent to the mail carrier either at the en processing or as each transaction occurs via disk or some other dlc including but not limited to email. In one preferred form the data is collec database prior to forwarding to the mail carrier. The mail carrier is then i unique tracking number to look up further information about the mailing I but not limited to, destination, sender and return details. These details wi contact information including email address. The carrier can then offe services to track each piece through the delivery network and inform t recipient of the progress of this item through the delivery process.

ire or firmware el may also be process in the not limited to rently selected lis template is ition of layout nd layout size) is present in of any postal )st.

T to the DPID isactions for a nique tracking d of the day's tronic means, :ed in a central ble to use this iece including 11 usually such r value added ,e sender and COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-20 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 D19 -16- The Address Book module (or any of its functions) may be ir 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 environmeni 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 Pos then automatically writes a delivery point identifier into the new or e: structure and formats said delivery point identifier in the required format i postal authority including but not limited to Australia Post.

The postal address file is integrated into the module using a varie 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 ready This notification may take place using a variety of methods including bu electronic mail. The module writes the notification details of the cun contact(s) to the said method of notification using a user defined layout t template is predefined by the user and is designed using an editor that ena tegrated into a not limited to or some other directly as an or firmware (including but :ss files of any File (PAF) to :al address file t. The module :isting or the address relevant ty of available itioned unique orm the party for collection.

:no limited to ently selected .mplate. This les definition COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0 20/02 07 17:09 SHELSTON IP 4 062837999#3331 N0.768 -17of layout attributes (including but not limited to field position, font siz layout size) and modules available data set. The user may add commei 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 collectinj 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 (Stp (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 (including dimensions and the density deeming rules for any gi' the number of items the class of goods (eg. documents, commercial itei goods) required delivery time D and type and its to complete -ough 8 of the )rocessing and id transaction Address Book m Application ;ific Mailroom data about an :tion with the 2) and optimised weight and 'en service) ns, dangerous COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-P0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 P21 -18time that item will be available for collection In a preferred embodiment of the invention the interface to the sof in the form of a standard WindowsT" print panel that is modified to ac4 information, and an example of such a panel is illustrated in Fig. 5.

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

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

Some transactions cannot be completed at the desktop, for instan environment may not have a scale for determining item weights. The mo a two-stage transaction whereby information is gathered about the item further details needed to complete the transaction are collected in stage 2 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 b, move away from a devolved printing model to a centralised printing mode: tware is styled ept additional This panel is uter software, VordTm). This ce the printing tuding but not the Mailroom rmation about t optimised on -p the item the Mailroom 1 or electronic :e the desktop lule facilitates in stage 1 and Stage 2 may helping users COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 22 -19- The module is integrated into the Address Book module and is 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, i or other some means).

2. The following information is collected from the user: 0 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 the Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Labe 0 "RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Conti contacts" The following information is retrieved from one or mt programmatically: Tracking State ised to prepare ed below. The ovides a set of are printed to a contacts stored steps: ool bar button, letter item Print" (if Lct" OR "All ire databases COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 023 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 Micr document containing the merge fields of the Address Book module tc merge document and to create a mail merge data source from the cui contact record, all contact records or a subset created by the search 1 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) I panel is activated when the user presses the standard print button ol 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 firmw (including but not limited to Microsoft WordTM).

Advantageously, this module, enables those submitting mail 1 brochures and "inserts" are added to the mailing piece once the piece is Remote Printing Server.

The mail merge document and its mail merge data source transported by any available means, including but not limited to electroi Remote Printing Server module. Alternatively, this module may print puter software, osoft Word'm) create a mail rently selected unction of the nterface to the lified to accept )r labels. This the computer I to Microsoft ther means to ire application o select what printed by the may then be lic mail to the lirectly to the COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 P24 -21attached local or network printer not necessarily associated with the R Module. The Remote Printing Server module may be linked to a pai 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 pn with centralised accountability.

The Mailroom Server module has all the functions of Mailroom described above and is required to complete the transactions generated b 3 Client module.

In a preferred embodiment of the invention the interface to the s( styled after a standard WindowsTM 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 but Microsoft WordTM). This panel may also be activated when the user us means to invoke the printing process in the computer software, hardwal application (including but not limited to Microsoft WordTM).

The Mailroom Client module may submit transaction details i Server module (ie. a devolved processing model) using a definet emote Printing ticular Remote ailbox or some Client module the purpose of Module".

of the current md accounting cessing model Client module the Mailroom ftware will be ;ept additional rint button of not limited to es some other 'e or firmware nto Mailroom client/server COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-;0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0. 768 o -22-

O

relationship. Alternatively, a user may use enter transactions directly into Mailroom [4 Server module (ie, a centralised processing model), C' The Mailroom Server module's interface may be the same as the Mailroom Client module or it may be configured to enable higher speed data entry of multidepartment mixed-mail type items.

0 o The Mailroom Server module defines 'buyers' in a hierarchical fashion allowing Smultiple buyer company definitions. Departments and sub-departments may be defined Cl right down to staff or 'user' level. Various attributes are allocated to each department/user. Each department/user node in the defined hierarchy ma be defined as a billing point and may have an account that defines its relationship with the mailroom entity. A minimum of one standard statement is defined for each billing point in the hierarchy. A statement is a collection of transactions and is allocated to one account via a defined statements-account relationship. Each statement may have defined rules relating to its structure, and its closing (or completion) processes. Each department/user will have a user name/password combination, which are validated when connecting to a Mailroom Server module.

The Mailroom Server module allows the definition of system operators who must login using their usemame and password to access the system. The operator details are recorded against each transaction enabling association of transaction and operator.

The Mailroom Server module also allows the definition of system set-up including but not limited to Internet protocol (IP) status, IP port numbe, length units, weight units, and other details.

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

COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-20 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 Q26 rcode reader -23- The Mailroom Server module allows the definition of bi communications in order to communicate with any serial barcode reader.

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

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

The Mailroom Server module defines 'suppliers' with various at allocated to each supplier. A minimum of one account is defined ti supplier-mailroom relationship. A statement is a collection of transa allocated to one account via a defined statements-account relationship. E may have defined rules relating to its structure, and its closing (o processes. Each supplier has defined services. A service is associated w else tree for pricing calculations where the formulae used are user defi logic tree defining the relationship may be built of many branches 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 foi presentation.

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

ibles that are it or global in one or twoterns. These tributes being i identify the ctions and is ach statement completion) ith an if-thenrable and the (if-then-else be defined or m for visual user definable A service is associated with a user definable timetable for item pickup times.

COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-20 20/02/07 17:09 SHELSTON IP 4 062837999#3331 NO.768 027 -24- A service is associated with its own user definable docket (or labc is normally placed on a parcel or letter item.

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

A service is associated with user definable rules that are tested du processing and appropriate advice or actions taken if the rules are no long A service is associated with an if-then-else tree for delivery ti formulae used are user definable and the logic tree defining the relationsh of many branches (if-then-else conditionals).

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

A service is associated with user definable extras that enable tl service optional extras according to an if-then-else tree for extras calculs formulae used are user definable and the logic tree defining the relationshi of many branches (if-then-else conditionals).

The Mailroom Server module performs one or more of the followii define a customer service that may or may not have a direct a a supplier service. A customer service has all the attributes lisl supplier service.

define mailroom packages that.enable auto selection of su packages.

record transactions for accounting purposes.

define buyers and sellers of services in a flexible manner so i all possible relationships in such a market place environment.

This docket ,rt advice given :e defining the ing transaction ,r valid nes where the ip may be built hvert a volume ie selection of tion where the p may be built ig functions: sociation with ed above for a table supplier s to allow for The mailroom COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2 0 0 7 -02-20 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 D28 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 servicE enable the creation of complex, dynamic price lists to cater f combination of variables and price list constructs. This a compare the various services of one seller or the services of m enable shopping for 'best rate' or 'best service' options from 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 knowledgethereby devolving the expertise extant in mailroom staff, to the enable completion of part transactions (initiated by the Mi module). Refer to discussion of Stagel/Stage2 transactions description of the Mailroom Client module.

enable sellers to construct new price list and service defi exchange these definitions with buyers via various elec including but not limited to electronic mail.

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

urced function.

the outsourced or it may be comparisons.

)r any possible Ilows users to my sellers.

selected or all notification to )ased systems desktop.

lilroom Client in the above fitions and to ronic moans, urrent process ilised printing COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/02/07 17:09 SHELSTON IP 4 062937999#3331 N0.768 P29 -26- Remote Printing Server module receives submissions from the F Client module via a shared 'write to' 'read from' electronic mailbox means. This submission consists of a mail merge document and its 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 WindowsTM 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 Word'T). This panel may also be activated when the user uses some invoke the printing process in the computer software, hardware or firmw (including but not limited to Microsoft WordTM).

The Remote Print Server module processes the mail merge doi associated mail merge data source to produce a data structure consisti limited to) Destination, Source and Return address details and an associat each of the records in the print merge data source. Remote Print Server m document integrity control at this stage of processing. These controls r but are not limited to barcodes, OMR marks, OCR marks or some other fo The data structure and associated print file are presented to a prir constantly sorted and resorted based on submissions to provide the best sort order (minimum postage cost). This sort order is usually defi organisations and includes, but is not limited to the sort order defined by as the 'National Pre-sort Plan'"' and the 'Barcode Sort PlanT'.

Alternatively, the Remote Print Server module may sort records ac desired parameter provided in the submission including, but not limited tc .emote Printing or some other issociated mail lient module or ftware is styled al information.

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

t queue that is possible postal led by postal Australia Post cording to any address data, COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02- 0 20/102/07 17:09 SHELSTON IP 4 062837999#3331 NO.768 -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 Addre The Remote Print Server module can check for submissions predefined time intervals.

The Remote Print Server module provides for management oi including deletion and re-submission of items as well as reprinting and cie logs.

The Remote Print Server module can be set to print at a defined 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 "Maitroom Client Fig. 3 and 4 illustrate two possible configurations of the various r system and the data communication between the modules. The followin the various possible combinations of the modules: juirements, or il address files ss File (PAF).

on cue or in print queues aring of queue time or upon ierver module the purpose of Module".

lodules of the g table details COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-O0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 NO.768 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 module unique.

data' The creation of a unique tracking number that may be incorporated into a barcode representation and then possibly used to index a dataset containirg contact and mailing information makes this module unique.

b 4 The Mallroom Server module is used to manually enter data relating to mall and packages.

c 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/latel generating data. application for mail merge The Remote Printing Client purposes.

module Is used to generate The creation of a unique tracking letters and package labels number that is in orporated into a locally. barcode represertation and then used to Index a d taset containing contact and mailing information makes this modul unique.

d 2 and 4 The Mailroom Client module is This combinaticn is unique used to devolve data entry into because it devolves the data entry the Mailroom Server module of details relating to mail and back to the desktop. packages back o the point of The Mailroom Server module generation.

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

e 1,3 and 5 The Address Book module Is This combinati n is unique used to provide a unified view because of ar d because mail of the organisation's contact merge data and document are data. sent to 5 In suc a manner that further manipulation of data and The Remote Printing Client document are made possible at module is used to generate letters and package labels Not applicable to the system locally, depicted in Fig. 4.

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

COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-?0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 D32 -29- COMBINATION MODULE No(s) MODUL FUNCTIONALITY COMMENTS f 1,2 and 4 The Address Book module is This combinaton is unique used to provide a unified view because it devol res the data entry of the organlsatlon's contact of details relating to mail and data. packages back to the point of The Malroom Client module is generation and sources address used to devolve date entry into multiple contact ource data Into a the Mallroom Server module unified address d ook.

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 Mailroom Client module and then to the Mailroom Server module.

g 1,3 and 4 The Address Book module is This combination is unique used to provide a unified view because of ard the use of the of the organisatlon's contact unique tracking number to data, associate with a transaction in 4.

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

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

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

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

The Mailroom Client module is used to devolve data entry Into The Mailroom 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 Mallroom Client module and then to the Mailroom Server module.

COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-0

I

20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 D33 COMBINATION MODULE NO(s) MODULE FUNCTIONALITY COMMENTS i 1,3, 5 and 4 The Address Book module is This combineton 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 ransaction In 4.

The Remote Printing Client Not applicable to the system module is used to generate depicted in Fig. 4 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 mait and packages.

S1,2.3,4 and 5 The Address Book module is This combination is unique used to provide a unified view because of and the of the organisation's contact exchange of information between data. 3 and 2 as well a; 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 Matlroom 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 and to the Remote Printing Server module.

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

COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-20 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.768 934 -31 In the embodiment of the system illustrated in Fig. 4, it is to be no no direct communication between the Remote Print module (module 3) a Print Server module (module In comparison to the system configurai Fig. 3, the system of Fig. 4 provides for better control of communic Communication is through a single port/channel via the Mailroom (module 2).

Although the invention has been described with reference to speci 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-06318831 Received by IP Australia: Time 17:24 Date 2007-02-F0

Claims (12)

1. A process of generating items of mail from a plurality of sources, ir steps of: addressing said items of mail with address information, said add 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 consolii in accordance with said optimising parameter.

2. A process of generating items of mail as claimed in claim 1 wherein optimising parameter comprises the minimisation of postage costs.

3. A process of generating items of mail as claimed in claim 1 optimising parameter may include address data, simplex/duplex print white or colour printing, insert requirements, or letterhead requirements.

4. A process of generating items of mail as claimed in any one of wherein said printing is set to occur at a defined time, or upon reque operator.

The process of generating items of mail as claimed in any one of wherein said items are printed at a remote location.

6. The process of generating items of mail as claimed in any one of further including the step of creating a unique identifier for each item of eluding the ess by means of )f addressing ation to a Ition with and lated print runs said wherein said ng, black and claims 1 it by the to 3 print claims 1 to 4 claims I to mail which is COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 20 07 -02-0 20/02/07 17:09 SHELSTON IP 4 062837999#3331 N0.7G8 936 -33- subsequently placed on or in the item of mail and stored in a database so a 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 wherc identifier is read at various stages in said mail delivery process and used 1 set for the purpose of retrieving information ftom a database, writing in database and/or tracking the item of mail during said mail delivery process

8. The process as claimed in claims 6 or 7 wherein said unique identif the database along with other information so as to make such informatioi retrieval, editing and enhancement at various stages in the mail delivery pr

9. The process as claimed in any one of claims 1 to 8 further includi addressing said item of mail wherein a preferred address for the intended r item of mail is automatically retrieved from a database.

A process as claimed in any one of claims 1 to 9 wherein details re: transaction are obtained and stored in a database at the time of printing the

11. The process as claimed in claim 10 wherein if insufficient informa the mail transaction is obtained at the time of printing the item of mai information is identified and automatically requested at a later stage in the process,

12. A process of generating an item of mail substantially as herein reference to any one of the embodiments of the invention illus accompanying drawings and/or examples. to enable the in said unique o index a data brmation to a er is stored in available for cess. ag the step of -cipient of the Yarding a mail item of mail. Lion regarding I, the missing mail handling escribed with rated in the COMS ID No: SBMI-06318831 Received by IP Australia: Time 17:24 Date 2007-02-O