AU2007200751A1 - Improvements relating to mail handling systems - Google Patents

Description

-1-

AUSTRALIA

PATENTS ACT 1990 COMPLETE SPECIFICATION FOR A STANDARD PATENT

ORIGINAL

Name of Applicant/s: Actual Inventor/s: Address for Service is: Smartstuff (Australia) Pty Ltd Salem James Khoury 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 best method of performing it known to me/us:- File: 29409AUP02 501100584_ .DOC/5844 -2- FIELD OF THE INVENTION This invention relates to a process and system for an integrated approach to letter generation, letter and parcel addressing, letter and parcel identification, "shopping" for carriers of letters and parcels, the purchasing of delivery services for letters and parcels, booking letter and parcel pick up with a selected carrier, recording of transaction details, accounting and cost allocation, reporting, billing and the monitoring of letters and/or parcels in transit.

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

Australian Patent Application No. 76101/01 relates to a process and system for an integrated approach to letter generation, letter and parcel addressing, letter and parcel identification, "shopping" for carriers of letters and parcels, the purchasing of delivery services for letters and parcels, booking letter and parcel pick up with a selected carrier, recording of transaction details, accounting and cost allocation, reporting, billing and the monitoring of letters and/or parcels in transit. Central to enabling the systems described in Patent Application No. 76101/01 is the use of a unique tracking number, that is a globally unique identifier (GUID and or its proxy) and how it is created, represented and used in the mail generation, processing, delivery and accounting life cycle.

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

-3- 2. The user usually addresses the item by entering the address into a word processor, by generating a label via a software package or writing the address details on the letter/parcel by hand. The address details may be retrieved from a database stored electronically or recalled from the user's memory. Alternatively, the item may be addressed by centralised mail processing department (the 'mailroom').

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

4. The carrier selection process may also be a shared responsibility. An established carrier with whom the organisation has a contract for such services may be l0 chosen or the user (or mailroom) may shop for such a carrier by using a list of approved suppliers or an appropriate directory service. Carrier selection is normally depended on several factors including price and service levels (or delivery times). The pricing of a particular delivery service is in turn determined by several factors including: The physical properties of the item (including weight and dimensions and the density deeming rules for any given service) The number of items The class of goods (eg. documents, commercial items, dangerous goods) The source (or return) and destination addresses Historical business level with a particular carrier, which may affect contract and discount pricing structure.

Required delivery time Available opportunity for collection (carrier scheduled or ad hoc pick up times).

The selection of a carrier is usually a manual process, with users or mailroom operators being required to attempt to optimise items through Alternatively, the organisation may negotiate a fixed contract structure with a certain carrier for a given period.

Once a carrier is selected, the user may telephone a selected carrier's call centre to request that the item be collected from the organisation (ie. 'book' the item).

Alternatively, the mailroom may be charged with the responsibility of performing this function. In some organisations there may be a shared responsibility for the booking function where either the department or the mailroom are able to book an item with a carrier.

6. Once an item is booked it is either collected by the carrier with known scheduled collection times or booked for collection in an ad hoc fashion. The collection point may be the in the department or in the mailroom. In the latter case, the item is usually collected from the department by mailroom staff and taken to the mailroom awaiting collection by the carrier.

7. Some level of transaction recording may take place and in some cases the transaction is recorded in specialised mailroom management and accounting system designed for this function. This process may involve the mailroom operator keying in some or all of the attributes identified in 4(a) through in addition to other identifying data such as transaction and statement numbers. This system may include various functions including functions for single carrier booking, reporting and cost allocation to the respective department, billing and accounting. Whilst such a system will usually include a function for price determination for a particular carrier, generally the system does not allow for the price comparison of one carrier against another.

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

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

Step 2 (ie. 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 used to fully or partially complete Step 4 (ie. carrier selection) depending on the required service. Where addressing only partially collects the data required for Step 4, adding a few more details (ie. other elements of 4 (a) through to the addressing function allows automated shopping and optimisation of carrier selection based on several parameters including cost and delivery standard.

Addressing information is normally stored in electronic format in commercially 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 these systems. A single organisation may use many different contact management systems that reside on a variety of IT platforms and departments do not usually have access to 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 item tracking.

-6- Addressing information may be used to complete Step 3 (identification) by using an integrated software system to automatically generate a GUID (and/or its proxy) for the item from a centralised database. This number is recorded against the 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 the carrier's booking system thereby avoiding call centre waiting delays for the user (or mailroom) and reducing 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.

Many carriers provide a means of booking item collection either via a call centre or direct data entry into their computer systems using proprietary software or terminal emulation. These systems may provide their own address book function but do not share address books with the rest of the organisation thereby increasing the risk of information being outdated and inaccurate. Companies that use different carriers may require a different computer system and/or a different software system for each of the carriers.

This is not ideal as the computer systems take up physical space and different software systems demand training and maintenance to be duplicated. This situation also prevents users from optimising the shopping function over a broad range of suppliers and may act to limit competition on a day-to-day basis.

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

Many specialised software systems exist for the purpose of transaction entry and recording. A single carrier usually provides these systems to function with their specific -7set of service so multi-carrier processing and optimisation is limited or non-existent. As in the case of the booking systems, the computer systems take up physical space and different software systems demand training and maintenance to be duplicated. This situation also prevents users from optimising the shopping function over a broad range of suppliers and may act to limit competition on a day-to-day basis.

These systems are not linked to addressing systems or databases or carrier booking systems and may not provide for the electronic transfer of data to carriers.

An integrated approach would also provide carriers with new efficiencies, increased accuracy and new product opportunities by providing complete electronic records of the information described in 4(a) through and a means of indexing these records against a GUID (and/or its proxy) for each item.

The generation of a letter type item in a department using a desktop printer also carries with it some inherent disadvantages. Such a devolved printing system comprising many departmental printers has a higher unit cost of printing relative to a centralised system where a single printer services the needs of many departments. This higher unit cost usually consists of a higher capital cost and consumables cost. The ultimate level of centralisation is achieved when the printing function is outsourced to an external entity such as a mailing house where many organisations share the same equipment and are given access to greater efficiencies of scale. However, mailing houses usually require a minimum quantity for cost effective operation. Devolved printing also precludes efficient maximisation of postage discounts made available by postal delivery organisations when postal lodgements are provided in a particular sort sequence.

The acceptance of mail by Australia Post or any other postal company requires that its staff count and verify mail items against a statement and manifest supplied by the lodger of the mail. The process of weigh counting is inaccurate and costly given the volume of traffic at the bulk dock receiving mail. Based on the information gathered during this checking process, the sender its agent is billed fro the postage. After the barcoded mail is checked and verified it is entered into the mail stream and sorted according to the information extracted from the barcode. If a GUID (and/or its proxy) is placed in the user part of the barcode, then at the same time that the mail was being scanned for sorting purposes, it could be verified against an electronic file submitted by the sender or its agent. This would remove the inaccuracies of weigh counting and the costly labour associated with the process. Further, it would enable 100% verification rather the current practice of sampling. The very same process can be used to charge the sender or its proxy thereby eliminating manual invoicing and effectively replacing the stamp. The items which could not be located on the electronic manifest would not be delivered or billed but held for collection or return to the sender or its agent.

SUMMARY OF THE INVENTION It is an object of the present invention to overcome or ameliorate at least one of the disadvantages of known mail handling processes and systems or to at least provide a useful alternative by providing a system for the creation of the GUID (and/or its proxy) to be used in the mail generation, processing, delivery and accounting life cycle.

A first aspect of the present invention provides a system for addressing an item of mail, said system configured to access and retrieve address information from one or more databases by means of field level mappings so as to provide a user with a single unified view of addressing data.

A second aspect of the present invention provides a process of creating GUID and/or its proxy for an item of mail which is subsequently placed on or in the item of -9mail and stored in a database so as to enable the item to be tracked at various stages in the mail delivery process.

A third aspect of the present invention provides a process of printing letters wherein the letters to be printed are queued, sorted on the basis of an optimising parameter, and then printed as one or more consolidated print runs in accordance with said optimising parameter.

A fourth aspect of the present invention provides a process of addressing an item of mail wherein a preferred address for the intended recipient of the item of mail is automatically retrieved from a database and inserted.

A fifth aspect of the present invention provides a process of addressing an item of mail wherein details regarding the mail transaction are obtained and stored in a database at the time of printing the item of mail.

Typically the system and process of the present invention is implemented by means of software on a computer network.

The present invention addresses a number of issues in the current process by providing an integrated suite of software tools and processes, which operate across the organisation aligning users with the mailroom and with mail and courier suppliers. The present invention also provides users with transparent access to a centralised printing and mailing function directly from their desktop applications. These processes are controlled centrally by procedures and policy implemented as rules in the software.

In one preferred form, the present invention provides a market place enabling technology for buyers and sellers of mail and parcel services. Preferably, the present invention enables those sending mail and parcels to automatically address these items and shop for the best possible prices (or other desired delivery parameters) from a variety of service providers. This may be achieved by using a wide area network, such as for example the Internet. The system generates an address line and a unique tracking number for the item, books a pick up from the selected supplier, records the transaction for billing and accounting purposes and passes the collected data to the service provider indexed by the GUID and/or its proxy. All these processes happen transparently whilst the user is writing a letter or generating an addressing label. Preferably, the present invention enables those providing mail and/or parcel delivery services to offer their services over the Internet. Pricing and other service parameters can be offered to the general market or targeted to preferred clients. Once a user has accepted an offer, the invention enables the service provider to record the booking directly into their booking system. In a preferred form, the system of the present invention may generate advertising and/or brokerage fees by acting as a portal for the mail and courier industries.

BRIEF DESCRIPTION OF THE DRAWINGS A preferred embodiment of the present invention will now be described, by way of example only, with reference to the accompanying drawings in which: Fig. 1 is a flow diagram illustrating a typical mail/parcel generation and handling process; Fig. 2 is a flow diagram illustrating a mail/parcel generation and handling process according to a preferred embodiment of the present invention; Fig. 3 is a schematic representation of one preferred embodiment of the system according to the present invention; Fig. 4 is a schematic representation of a second preferred embodiment of the system according to the present invention; and Fig. 5 is a WindowsTM type print panel which is accessed when a user of the system wishes to print a letter or label.

-11- DETAILED DESCRIPTION OF PREFERRED EMBODIMENT(S) Figs. 3 and 4 illustrate five modules which form a preferred embodiment of the present invention, namely: S Address Book Module.

2 Mailroom Client Module.

3 Remote Printing Client Module.

4 Mailroom Server Module Remote Printing Server Module These modules represent the various functional aspects of the system according to the present invention. Typically the modules of the system are implemented by means of computer software operable on a computer network. It should be noted however that whilst the various modules forming the system are illustrated and described separately according to their functional aspects, the modules may be integrated into a single software application.

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

ADDRESS BOOK MODULE The Address Book module (refer module 1 in Fig 1) forms the core of the system of the present invention and is an addressing system aimed at improving the processes in the problem space.

The Address Book Module provides a set of tools and processes for the generation of documents (eg. letters or labels), which may be printed either locally or to remote location. Both labels and letters (local and remote) may be mail merge submissions to one or many contacts stored in the address book. In one form, the process may involve the following steps: -12- I. The user invokes a printing function (eg. via menu item, 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 Plain or Letterhead Stock Simplex or Duplex printing Inserts, such as additional material, to be added to the letter item Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Label Print" (if "RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Contact" OR "All contacts" The following information is retrieved from one or more databases programmatically: Tracking State Record Submit date/time RemotePrint key Email Submit date/time Mail merge record count Total document page count Document property set -13- Advantageously, the Address Book module provides the user with a single unified view of an organisation's contact databases, which contain addressing information, and as such represents a significant improvement over current systems.

This is achieved by concurrently mapping the data structures of multiple existing data systems into a single data structure using, but not limited to, Open Database Connectivity (ODBC) methods. The data set of the external data sources becomes the module's own data set. The data in the data structures is then presented to the user for viewing, incremental searching, sorting and query-based subset generation. The data set is also used for decision making and programming in the three modules of the present invention.

The Address Book module communicates its data structure and data therein to a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) for the purpose of creating a mail merge document, controlled by the module, and consistent with that application's management of the mail merge function.

The mail merge fields for said mail merge document may of any class type, including but not limited to, Destination Address, Source Address and Return Address. These merge fields may be made available to a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) via a variety of means including, but not limited to, use of Microsoft's COM technology or a template document suitable for that application's environment (eg. a .dot document add-in in Microsoft WordTM) which displays the fields using that application's interface (menu, button, macro or other item) or another application to achieve the same results and inserts these fields at a selected insertion point using said application (including but not limited to Microsoft WordTM).

-14- The Address Book module inserts the contact details of the currently selected contact into a computer software, hardware or firmware application (including, but not limited to, Microsoft WordTM) using a user defined layout template. This template is predefined by the user and is designed using an editor that enables definition of layout attributes (including, but not limited to, field position, font size and type and layout size) and the module's available data set. The object(s) inserted into a computer software, hardware or firmware application (including, but not limited to, Microsoft WordTM) may be a series of lines containing the template field items or a Microsoft WordTM text box containing the template field items.

If a delivery point identifier (DPID) representing a unique delivery address is present in the destination address, the module formats it to the approved standard and barcode presentation of the relevant postal authority including, but not limited to, Australia Post.

The Address Book module can also add a GUID and/or its proxy, such as a mark or number, to the document. For example, it may add a GUID and/or its proxy to the DPID postal barcode. This GUID and/or its proxy indexes a database listing all transactions for a specific mail carrier. The database is sent to the mail, carrier either at the end of the day's processing or as each transaction occurs via disk or some other electronic means including, but not limited to, email. The mail carrier is then able to use this GUID and/or its proxy to look up further information about the mailing piece including but not limited to, destination, sender and return details. These details will usually such contact information including email address. The carrier can then offer value added services to track each piece through the delivery network and infon the sender and recipient of the progress of this item through the delivery process.

The Address Book module uses the currently open document of a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) containing the merge fields made available by the Address Book module so as to control and print a mail merge and to create a mail merge data source firom the currently selected contact record, all contact records or a subset created by a search function in the module which uses a query-by-example technique to filter the complete data set into a required subset. In a preferred embodiment of the invention the interface to the software will be styled after a standard WindowsTM print panel that is modified to accept additional information prior to printing documents (locally or remotely) or labels.

An example of such a print panel is depicted in Fig. 3. This panel is activated when the user presses the standard print button of the computer software, hardware or firmware application (including but not limited to Microsoft WordTM). This panel may also be activated when the user uses some other means to invoke the printing process in the computer software, hardware or firmware application (including but not limited to Microsoft WordTM).

As an alternative to a process of generating letters, the Address Book module may write the contact details of the currently selected contact(s) to a label printer using a user defined layout template. This template is predefined by the user and is designed using an editor that enables definition of layout attributes (including but not limited to field position, font size and type and layout size) and the module's available data set. If a delivery point identifier (DPID) is present in the destination address, the module formats it to the approved format of any postal authority including but not limited to the standards defined by Australia Post. As in the case of a letter, the Address Book module can also add a GUID and/or its proxy to the DPID barcode on a label. This GUID and/or its proxy indexes a database listing all transactions for a specific mail carrier 16along with a current and historical status for each GUID and/or its proxy. The database may be sent to the mail carrier either at the end of the day's processing or as each transaction occurs via disk or some other electronic means, including but not limited to email. In one preferred form the data is collected in a central database prior to forwarding to the mail carrier. The mail carrier is then able to use this GUID and/or its proxy to look up further information about the mailing piece including but not limited to, destination, sender and return details. These details will usually such contact information including email address. The carrier can then offer value added services to track each piece through the delivery network and inform the sender and recipient of the progress of this item through the delivery process.

The Address Book module (or any of its functions) may be integrated into a computer software, hardware or firmware application (including but not limited to Microsoft WordTM) and accessed by means of a button, a menu item or some other method.

Alternatively, the Address Book Module may be accessed directly as an application independent of any other computer software, hardware or firmware application. The module will open a document in the target environment (including but not limited to Microsoft WordTM) when required to do so.

The Address Book module may be adapted to use the postal address files of any country including but not limited to the Australia Post Postal Address File (PAF) to provide the ability to search for new and existing addresses on the postal address file provided by any postal authority including but not limited to Australia Post. The module then automatically writes a delivery point identifier into the new or existing address structure and formats said delivery point identifier in the required format for the relevant postal authority including but not limited to Australia Post.

-17- The postal address file is integrated into the module using a variety of available technologies including but not limited to Dynamic Link Libraries (DLL).

In one form, the Address Book module constructs the abovementioned GUID and/or its proxy into the barcode representation of the DPID.

Advantageously, the Address Book module allows users to inform the party responsible for collecting items that a particular item or items are ready for collection.

This notification may take place using a variety of methods including but no limited to electronic mail. The module writes the notification details of the currently selected contact(s) to the said method of notification using a user defined layout template. This l0 template is predefined by the user and is designed using an editor that enables definition of layout attributes (including but not limited to field position, font size and type and layout size) and modules available data set. The user may add comments to complete the notification.

REMOTE PRINTING CLIENT MODULE This module (refer module 3 in Fig 1i) is aimed at improving the processes in the problem space described above by helping users move away from a devolved printing model to a centralised printing model. Typically this module resides on a user's desktop computer. Many instances of this module will send a plurality of letters to a single Remote Print Server Module thereby allowing many different letters from many different sources to be consolidated into one or more consolidated print runs thereby achieving economies of scope afforded by wide area networks such as the internet.

The module is integrated into the Address Book module and is used to prepare documents for processing on the Remote Printing Server module discussed below. The Remote Print module, in conjunction with the Address Book module, provides a set of -18- N tools and processes for the generation of documents (eg. letters). Letters are printed to a remote location. Letters may be mail merge submissions to one or many contacts stored in the Address Book. In one form, the process may involve the following steps: 1. The user invokes a printing function (eg. via menu item, tool bar button, t 5 or other some means).

2. The following information is collected from the user: Package or service identification N(b) optional extras, such as delivery/handling criteria required delivery date required delivery time Plain or Letterhead Stock B&W or colour printing Simplex or Duplex printing Inserts, such as additional material, to be added to the letter item Package type (Box, Cylinder or envelope) "Draft" or "Final" "RemotePrint" OR "Local Print" OR "Label Print" (if "RemotePrint" ask for target RemotePrint Server) Current, selected, or all contacts "Current Contact" OR "All contacts" The following information is retrieved from one or more databases programmatically: Tracking State Record Submit date/time RemotePrint key -19- Email Submit date/time Mail merge record count Total document page count Document property set The Remote Printing Client module uses the currently open computer software, hardware or firmware application (including but not limited to Microsoft WordM) document containing the merge fields of the Address Book module to create a mail merge document and to create a mail merge data source from the currently selected contact record, all contact records or a subset created by the search function of the Address Book module. In a preferred embodiment of the invention the interface to the software will be styled after a standard WindowsTM print panel (Refer FIG 5) that is modified to accept additional information prior to printing documents (locally or remotely) or labels. This panel is activated when the user presses the standard print button of the computer software, hardware or firmware application (including but not limited to Microsoft WordTM). This panel may also be activated when the user uses some other means to invoke the printing process in the computer software, hardware or firmware application (including but not limited to Microsoft WordTM).

Advantageously, this module, enables those submitting mail to select what brochures and "inserts" are added to the mailing piece once the piece is printed by the Remote Printing Server amongst the various parameters defined above. With the proliferation of low cost colour printing, these brochures and "inserts" may be either printed electronically inline or added to the envelope mechanically after having been printed as part of a separate process. A further benefit of colour printing is that mailing houses need not carry stock for all the various firms originating letters using their specific instance of the Remote Print Client module. Advantageously each record carries with it its own letterhead in electronic form and prints said form with the letter content and merge data at the same time. This is important when one considers the queue design in the present invention which takes records from a plurality of Remote Print Client modules and merges these into a consolidated queue in the Remote Server Module which keeps records sorted according to a delivery parameter rather than an order based on the original submission by a firm using a specifc instance of the Remote Print Client Module. Without colour printing, the letterhead in the printer paper trays may need to be changed as each letter was being printed as the queue is constantly sorted to optimize a postage (or other) parameter. Colour printing removes this problem.

The present invention may create a transaction record related to the letter to be sent. This record may consist of a plurality of data fields, but most advantageously will consist of a dataset (containing information collected from the Address Book Module, the merge document and the print panel described in FIG 5) and a mail merge document allowing complete document reconstruction of the merge at the Remote Print Server Module. Alternatively, the transaction record may consist of a dataset (containing information collected from the Address Book Module, the merge document and the print panel described in FIG 5) and a document image file allowing some document reconstruction at the Remote Print Server Module.

In an alternative embodiment, an instance of the Remote Print Client Module can break up its data sets into groups so that each group can be routed to a Remote Print Server Module closest to the delivery destination. In this manner, physical delivery costs may be reduced and the time to deliver expedited as part of the physical transportation is replaced by electronic routing.

The transaction record described above may then be transported by any available means, including but not limited to electronic mail to the Remote Printing Server -21- (N module. Alternatively, this module may print directly to the attached local or network Sprinter not necessarily associated with the Remote Printing Module. The Remote Printing Server module may be linked to a particular Remote Printing Client module via a shared 'write to' 'read from' electronic mailbox or some other means.

In a preferred embodiment of the invention, the Remote Printing Client module may write transaction details directly to the Mailroom Client module for the purpose of performing those functions detailed above in the section "Mailroom Client Module" as Sdescribed in Australian Patent Application No. 76101/01.

REMOTE PRINT SERVER MODULE The Remote Print Server module (refer module 5 in Fig 1i) is aimed at improving the processes in the problem space by helping users move away from a devolved printing model to a centralised printing model. Typically this module resides in a mail house or in a central printing facility owned or managed by the firm whose staff are originating the letters.

Remote Printing Server module receives submissions from the Remote Printing Client module via a shared 'write to' 'read from' electronic mailbox or some other means. This submission consists of a transaction record as described above and may be made directly from the Remote Printing Client module or via the Mailroom Server module as described in Patent Application No. 76101/01.

In a preferred embodiment of the invention the interface to the software is styled in the form of a WindowsTM print panel that is modified to accept additional information.

This panel is activated when the user presses the standard print button of the computer software, hardware or firmware application (including but not limited to Microsoft WordTM). This panel may also be activated when the user uses some other means to -22- O invoke the printing process in the computer software, hardware or firmware application S(including but not limited to Microsoft WordTM).

An instance of the Remote Print Server Module may be connected to many instances of the Address Book Module/Remote Print Client Module combination. This tn 5 allows the consolidation of many different letters generated on many different desktops into one centralized print run. This is achieved by using the inherently tightly structured Snature of the Address Book Module to create common elements amongst the datasets N, from the disparate Remote Print Client submissions, whilst allowing variability in document design using commonly used desktop software.

In an alternative embodiment, an instance of the Remote Print Server Module can break up its data sets into groups so that each group can be routed to another Remote Print Server Module closest to the delivery destination. In this manner, physical delivery costs may be reduced and the time to deliver expedited as part of the physical transportation is replaced by electronic routing.

The Remote Print Server module processes the dataset to produce a data structure consisting of (but not limited to) Destination, Source and Return address details and an associated print file for each of the records in the print merge data source (this merging step may be skipped if the Remote Print Client Module had originally submitted a print ready file rather than a merge file). Remote Print Server module may add document integrity control at this stage of processing. These controls may consist of, but are not limited to barcodes, OMR marks, OCR marks or some other form of control and are used to allow the controlled mixing of the different submissions made by a plurality of Remote Print Client Modules into a single consolidated queue.

Thus at this stage the data set is transformed from its original state into a data set consisting of a data structure and an associated print file. The plurality of records are -23 consolidated to a print queue that is constantly sorted and resorted based on submissions from one or a plurality of Remote Print Client Modules to provide the best possible postal sort order (minimum postage cost). This sort order is usually defined by postal organisations and includes, but is not limited to the sort order defined by Australia Post as the 'National Pre-sort PlanTM' and the 'Barcode Sort PlanTM'.

Alternatively, the Remote Print Server module may sort records according to any desired parameter provided in the submission including, but not limited to, address data, simplex/duplex printing, black and white or colour printing, insert requirements, or letterhead requirements.

The Remote Print Server module may be adapted to use the postal address files of any country including but not limited to the Australia Post Postal Address File (PAF).

The Remote Print Server module can check for submissions on cue or in predefined time intervals.

The Remote Print Server module provides for management of print queues including deletion and re-submission of items as well as reprinting and clearing of queue logs.

The Remote Print Server module can be set to print at a defined time or upon request by the print operator.

In a preferred embodiment of the invention, the Remote Printing Server module may write transaction details directly to the Mailroom Client module for the purpose of performing those functions detailed the section "Mailroom Client Module" as described in Patent Application No. 76101/01.

Fig. 3 and 4 illustrate two possible configurations of the various modules of the system and the data communication between the modules. The following table details the various possible combinations of the modules: -24- 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 GUID and/or its proxy that may be incorporated into a barcode representation and then possibly used to index a dataset containing contact and mailing information makes this module unique.

b 4 The Mailroom Server module is used to manually enter data relating to mail 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/label generating data. application for mail merge The Remote Printing Client purposes.

module is used to generate The creation of a GUID and/or its letters and package labels proxy that is incorporated into a locally, barcode representation and then used to index a dataset containing contact and mailing 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 Mailroom Server module of details relating to mail and back to the desktop. packages back to 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 combination is unique used to provide a unified view because of and because mail of the organisation's contact merge data and document are data. sent to 5 in such 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.

a) C4 COMBINATION MODULE NO(S) 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 devolves the data entry of the organisation's contact of details relating to mail and data. packages back to the point of The Mailroom Client module is generation and sources address details from the mapping of used to devolve data entry into multiple contact source data into a the Mailroom Server module unified address book.

back o th destop.unified address book.

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.

9 1,3 and 4 The Address Book module is This combination is unique used to provide a unified view because of and the use of the of the organisation's contact GUID and/or its proxy to associate data. 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 combination is unique used to provide a unified view because of and and the of the organisation's contact exchange of information 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 Mailroom Client module and then to the Mailroom Server module.

-26- COMBINATION MODULE NO(S) MODULE FUNCTIONALITY COMMENTS 1,3, 5 and 4 The Address Book module is This combination is unique used to provide a unified view because of and the use of the of the organisation's contact GUID and/or its proxy to associate data. with a transaction 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 mail and packages.

1,2,3,4 and 5 The Address Book module is This combination is unique used to provide a unified view because of'e', and the of the organisation's contact exchange of information 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 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 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 Mailroom Client module and then to the Mailroom Server module.

-27- In the embodiment of the system illustrated in Fig. 4, it is to be noted that there is no direct communication between the Remote Print module (module 3) and the Remote Print Server module (module In comparison to the system configuration depicted in Fig. 3, the system of Fig. 4 provides for better control of communications security.

Communication is through a single port/channel via the Mailroom Client module (module 2).

Although the invention has been described with reference to specific examples it will be appreciated by those skilled in the art that the invention may be embodied in many other forms.

Claims (11)

1. The process of inserting a GUID into the postal barcode as used by Australia Post or any other postal company.

2. The process of insert a proxy for a GUID into the postal barcode as used by Australia Post or any other postal company, where this proxy references a database containing the GUID.

3. The process of using the GUID and/or its proxy to count and verify mail lodgements into a mail processing stream in Australia Post or any other postal company by any means including scanning the postal barcode and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company.

4. The process using the GUID and/or its proxy whereby these numbers become a substitute for the stamp by any means including scanning the postal barcode and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company.

The process using the GUID and/or its proxy whereby there numbers become a substitute for the stamp and are used in place of the current process of mechanical franking by any means including scanning the postal barcode and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company.

6. The process using the GUID and/or its proxy whereby Australia Post or any other postal company use these numbers for the purpose of billing the mail sender or its representative by any means including scanning the postal barcode and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company. -29- O

7. The process using the GUID and/or its proxy to offer value added services Sadditional to receiving, handling and delivery the mail by any means including scanning Othe postal barcode and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company.

8. The process whereby Australia Post or any other postal company can verify that Sthe GUID and/or its proxy was generated on a specific computer by a specific sender of mail by any means including scanning the postal barcode and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company and databases on its computers.

9. A process of using the GUID and/or its proxy by any means including scanning the postal barcode along various stages in the receipt, processing and delivery process and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company so as to enable the item to be tracked at various stages in the mail delivery process.

10. A process of using the GUID and/or its proxy by any means including scanning the postal barcode along various stages in the receipt, processing and delivery process and extracting said numbers and matching to an electronic file(s) forwarded by the sender to Australia Post or any other postal company wherein the numbers are stored in the database along with other information so as to make such information available for retrieval, editing and enhancement at various stages in the mail delivery process.

11. A process of creating one possible GUID where said GUID is constructed from I or more globally unique numbers found on a computer processor (such as s CPU serial number and a machine MAC address) and an assigned number; and (ii) where the means of construction involves the computational implementation of an mathematical algorithm (with an inverse) such that the mapping is one-to-one and on yielding result R; and (iii) such result R being transmitted with said GUID in an electronic file so that Australia Post or any other postal company can by a variety of means including scanning the DPID barcode to either look up the GUID or its proxy so to perform the inverse operation to verify that the sender or its agent is authorised to send this item of mail by comparing the inverse result to a stored list of allowed senders or agents.