DE10153632A1 - System for the selective distribution of electronic files - Google Patents

Abstract

It is proposed a system for distributing electronic documents and information to multiple participants in a project host website, using a platform with multiple administrative areas and multiple administrators so that each participant can distribute their files and / or data to all participants or can selectively distribute its files and / or data to selected participants. Each participant is equipped with an individual platform which is linked to all other platforms on the server (4) and which is managed by each participant himself and which is a component of the work area of the project (3). By maintaining a discrete and secure platform, each participant receives his own individual copy of the electronic files and / or data for document management, archiving and internal circulation (Fig. 2).

Description

The present invention relates to a selective system Distribution of electronic files via an on the Inter net-based platform with shared access.

In the execution of each construction project there are different ones Parties involved, such as planner, architect, engineer, principal building contractor, named subcontractor, direct subcontractor mer and supplier. Such projects inevitably generate a enormous volume of documentation, such as letters, drawings, Photographs, building site instructions u. s. w. The documents are Generated daily, drawings are revised, plans and accounts structures modified u. s. w. So that the project is trouble-free  progresses, it is vital that all right relevant documentation and information to the relevant parties reached.

A construction project is of a high dynamic nature and during the Changes take place continuously in the course of the project. each Change or revision, be it fundamental or minor che changes or revisions must be recorded and by All relevant parties are approved as they have an One flow on the contractual obligations of one or between several of the parties. It is therefore vitally important interpretation to ensure that all revisions and In structures immediately sent to the different parties so that they can act. Very often the same has to be done Document or same instruction to different companies be sent within the contract to the project participate, as well as multiple individuals within one any company.

Before the advent of the Internet, communication was based on several parties insist that physical copies of the relevant documents have been sent to the appropriate parties the. This system for the distribution and distribution of informa tion is problematic with regard to filing or filing large volumes of documents, with regard to the guarantee fast access to current information visibly ensuring that all relevant documents reach the appropriate parties, and regarding the travel logistics behind the delivery of such a large In formation set to varying locations. Other disadvantages of the manual document distribution system  in that documents can often be misfiled or can simply be lost when sent.

It is not uncommon for different parties to participate participate in a project, based in different countries have, and consequently the problem of Distribution and circulation of documents. The ge ordinary means of distribution, such as fax machines and curia re, not good enough or too slow. So if, for example the company that produces the drawings is based in Overseas, drawings can be difficult to get back and forth send back to effect revisions and changes. Frequently the only viable way is to draw such a drawing to be sent by courier. This not only leads to eskalie rising costs, but can also lead to delays in the final complete the drawings.

Such logistical problems are to some extent been resolved by the advent of the Internet. The Internet provides a platform for the parties to the project shared access to distribute and share information Access information. Such platforms with common Access has evolved into project host type websites, which are typically platforms for a ver administration area ("single account") and a single Endadmi nistrator ("singular ultimate administrator").

With this type of shared access platform, the Planners typically have a contract with a service provider one that provides the software and hardware to complete the To supervise the website of the project ("host"). The service-  The provider then allocates space to the planner on his server and sets up the necessary software to make it possible Chen that documents uploaded to the server and from the Ser ver can be downloaded and managed. This site is usually managed by one person from the planner office and this person has overall responsibility for opening maintain the integrity of the site.

Typically, such project host sites allow it all parties, on the same, single copy of a document access mentation. Hence if one of the parties does it wishes to provide certain instructions or a documentary to the other parties, the party would send the relevant file in an electronic format on the server Upload. Once the file is on the server is it will then be available to all parties working for that pro has the necessary security clearance on that level Zen. Consequently, it is by providing a common one Access for all parties to the same information access.

Such systems have enabled the parties to provide information and distribute documents much faster and more efficiently and spread regardless of where the party is s are physically located. Accordingly, for example refer all engineering drawings to the Uploaded platform with shared access on the server to allow the architects to make the drawings to revise and modify as necessary, and the Upload revisions to the server in one fraction  part of the time compared to the manual procedure that preceded the internet was used.

This system works very well in theory in that that it enables all parties to access the same information access through a single access point. In practice However, this system poses practical problems. The privilege of the platform system with shared access regarding the Distribution of information is also its main disadvantage, because all parties have potential access to the information on that is uploaded to the server.

With these types of platforms, there is usually one party that ultimately responsibility for managing access on the platform. The administrator is without exception ("administrator") a staff member of one of the part taking companies. This party therefore has access to all of them che information and the possibility of control over all che information on the server, regardless of whether this par part is entitled to the information or not.

In a project it can consist of legal, contractual, ver confidential or other reasons from different parties be unwanted, some or all of their information to be disclosed to other parties to the project. at for example, it may be that the main contractor is with wants to communicate with a subcontractor without the order giver knows or is privy to such communication is. Likewise, the document filing system ("document fi ling system ") for all parties, whereby  it is only possible to a small extent for each party to set up a company related, individual document management.

Under such circumstances, an open platform works, which enables all parties to access all information to access a project, deterring the Parties to use the open platform.

It is the object of the present invention to overcome this disadvantage an open platform by overcoming the various parties is enabled using an open Platform on the Internet documents and confidential information selectively circulate in an electronic format or to put into circulation.

The present invention relates to a system and a method for the selective distribution of electronic files via a shared access platform, creating a user use an internet based platform and at the same time can ensure that its files are selected only by Parties can be accessed. The system that is the selective Distribution of information and documentation between the ver enables different parties to be created Platform with multiple administrative areas ("multiple account ") and several administrators (" administrators "). In one Such a system is used for every participant in the company creates an individual platform that he manages tet and as a component of the memory for the project exists.  

In such a system, documents that are common to all Parties are to be made available automatically on the plat form of each company uploaded, but documents that se to be distributed selectively will only become the other components ten platforms or partial platforms in the main memory of the project, which is specified by the sender the. By providing a secure, discreet disk form each participant in the project has his own, in individual copy of the data for the purpose of document management, archiving and internal distribution ("internal circula tion "), as opposed to a file with shared data that is available through the shared access platform.

By having an internal circulation within your own discrete A user's platform is maintained, the user is in able to ensure that all comments / re responses received in relation to certain data, are not available to other users, as is the case with an of open platform would be the case. Consequently, the user can go there maintain confidentiality vis-à-vis all internal comments ren.

For example, if company A sends a document to Want to send companies B and C, but not to company D, then Company A would upload the data to the server, doing so companies B and C are specified as recipients. The data would then only to the platforms for companies B and C ge be sent. In this way, a selective ver achieve data sharing. The system enables par share and encourage them to share the platforms resorted to the selective distribution of open and confidential  Files, reports and other such, project related In formation to use.

OPERATING PROCEDURES

The system for the selective distribution of electronic files requires setting up a server on which all par parts can access. On the server is for each one participating company provided an opportunity to create their own Set up and maintain the platform, d. H. their own delimited area on the server. This platform is out finally controlled by that company's own manager. Only that administrator has access to all documents, that are saved by that company within their own platform be saved. As a result, a system can be installed on a server with multiple administrative areas and multiple administrators set up, each holder of an administrative area discrete space or area is provided on the server and access to this area under the exclusive Control of the own manager of that company is independent from any global administrator monitoring the server.

The party that sets up or initiates the server room provides a common project identifier for all parties ready, the identifier as the link between the multiple discrete platforms that operate within the same Chen common working space of the project.

In order to manage the documents efficiently, the server can be equipped with basic tools to make it possible lichen that documents for the entire project in one unit  managed and filed. As a result, can send documents to the server in a uniform manner be uploaded, which enables the parties to be relevant Easily locate documents.

A user who wants to upload information to the server first choose from his own digital files or others external sources such as a digital camera or scanner first select the files that he wants to upload. The user then choose from his own distribution list or from one Distribution list provided by the planner that Parties to whom the document should be sent, whereby he specifies either a single recipient or multiple recipients ed. Once the recipients are selected, the user can upload the files to the server. The uploaded file file attributes can be assigned to enable that the file can be easily referenced and the File can be easily found using a system search engine can.

At the server, the file is ver according to the distribution list shares that selected by the source or sender of the file is. Each individual recipient initially receives a message in its own "what's new" window to the recipient to inform of the received file. Furthermore, the file into a predefined input box ("inbox"), which is sent to is included in the filing system of those companies. The file ver stays in the inbox until all of them the specified recipients have opened the file, with the file not moving before that point, deleted, can be modified or archived.  

Once the file has been opened by all recipients, it can be accessed by users with the necessary access rights to get managed. For example, if a file is sent to the companies A, B and D has been distributed to the file once the Recipients in company A have opened the file from the Fir ma A can be saved in any way, such as it is popular with company A.

Users can view the file within the company or legal entity distribute personality internally and can use time criteria set to handle that file. For example, one can distribute a file internally along with instructions that the Receivers arrive within a pre-defined period of time Provide tare for this.

For internal circulation of files created by other par the user selects the files from those that have been uploaded to the system, and then selects the recipients. In this case, the recipients are People within the company. User groups can be defined be renated, so that the selection of always the same multiple Individuals for regular distribution are not separate for each case must be made. The circulation can only go to Informati ons purposes, with no response to the Information is required or for triggering purposes a specific action, for which the sender replies time limit is set. Along with the file, a Message will be sent to instructions to the recipient To give. All comments / responses received will be separated within your own discrete or system of the user on the platform  not available for other users to access. Hence can for all internal comments and responses trust be guaranteed.

Each user has access to a separate internal circula protocol, in which records of original circula tions that have been sent or received together with any answers hereafter linked or white tere circulations are kept, so that it is possible that the Log and monitor the history of the circulation. Should the case arise that an answer is not within the originally set time period is received, becomes equal generates a message to the sender and recipient in good time, namely via the "what's new" function, so this thus being informed and continuing herewith on a daily basis until an answer is sent becomes. In this way it is possible to ensure that all relevant parties within an organization Received document in an efficient and timely manner and act on it.

This avoids the need for a sender to send the document or has to send data multiple times, in addition to sending the Do document / uploads the data to the server.

By selecting the recipients to whom the file will be sent Should be det, the user can control who on those In formation has access, and consequently users can selective distribution via a platform with shared access achieve grip.  

It is understood that the above and the following standing features to be explained not only in each specified combination, but also in other combinations or can be used alone, without the scope of to leave the present invention.

Embodiments of the invention are in the drawing are shown and are described in more detail in the following description explained. Show it:

Figure 1 is a flow diagram of a typical shared access platform that is a project host website with a single administration area and a single administrator. and

Fig. 2 is a flowchart of a platform with multiple administrative areas and multiple administrators, which is a project host website.

In the single administration area and single administrator type platform, the planner builds a site 1 on a platform provided by a provider, which may be a third party. The entire site is managed by a single administrator 2 who is responsible for the integrity of the entire site. All parties to the project have access to the site and can upload data to the platform and download data from the platform. The administrator remains in control of who has access to the data and whether the data can be modified and / or deleted.

For the platform of the type with multiple administrative areas and multiple administrators, the planner builds project 3 . The various parties to the project then conclude a contract with the service provider and they are assigned their own area on server 4 . Each company can then appoint its own administrator 5 to manage the site of that company. If a company A wants to send certain data to companies B and C, then it selects the data to be sent from its own files and then uploads it to the administrative areas of companies B and C on the server 4 . Once the data has been received by companies B and C, they are free to deal with the data as they see fit. A company D does not receive the data and receives no knowledge of the content of the data.

Each party in the project is therefore able to provide information discreet or confidential to all other parties to the Project, on their own platform, and can maintain absolute control over who has access to has the data of this party.

The selective file distribution method disclosed herein lung can be applied to any industrial area in where multiple parties are involved. Use on the Construction industry is just one example of that here methodology used and is for illustrative purposes only second hand.

Claims (5)

1. System for distributing electronic documentation or information in the form of files and / or data to multiple participants of a project host site ( 1 ) over the Internet, using a platform with multiple administrative areas and multiple administrators, where at the Platform is maintained on a server ( 4 ) and the server ( 4 ) is managed and administered by an administrator who monitors the entire server ( 4 ), and wherein a sender sends his files and / or data to all participants (AD) can distribute the project ( 3 ) or can selectively distribute files and / or data to selected participants (AD) of the project ( 3 ). 2. System according to claim 1, wherein each participant (AD) with its own discrete platform on the server ( 4 ) is permitted, each such individual platform can be linked to other platforms on the server and wherein each individual participant (AD) can control access to its own platform on the server by its own administrator, who is independent of the administrator who monitors the server. 3. System according to claim 1, wherein each participant (AD) can upload electronic files and / or data from his own computer and / or can directly enter and upload data to all participants (AD) of the project ( 3 ) by having the files and / or data is addressed to and sent to all participants (AD). 4. System according to claim 1, wherein each participant (A-D) electronic files and / or data of his own Computer can upload and / or data to selected Participants (A-D) can enter and upload directly in which he selected the files and / or data only to those Participants (A-D) addressed and sent. 5. System according to claim 3, wherein each participant (AD) selected by the sender receives its own copy of the file, other participants of the project ( 3 ) who have access to the server ( 4 ), not on this copy can access, and wherein the participant (AD) can handle the received file freely.