JP2004185600A - Document management system for transferring a plurality of documents - Google Patents

Abstract

<P>PROBLEM TO BE SOLVED: To provide a document management system for automatically transferring a plurality of documents or related data. <P>SOLUTION: A method and system is provided for capturing electronic documents to a preselected data storage area comprising the steps and the selection means suitable for selecting a data storage area adapted for storage of electronic documents; and the steps and the receipt means suitable for receiving, into the selected data storage area, electronic data representative of the plurality of electronic documents from at least one of a plurality of associated document systems. <P>COPYRIGHT: (C)2004,JPO&NCIPI

Description

  The present invention relates to a document management system, and more particularly, to a document management system that automatically transfers a plurality of documents or related data.

  United States patent application Ser. No. 10 / 269,572, which forms the basis of this application, claims pending U.S. patent application Ser. No. 10/125, filed Apr. 19, 2002, entitled "Automated Document Management System Based on Rules." No. 856 is a continuation-in-part application.

  Companies around the world recognize that information is vital to their business. As such, there is considerable value in ensuring that all corporate information is captured and managed in structured or unstructured forms, and that it operates meaningfully and efficiently. Document management and content management solutions help maximize the use of their corporate knowledge by facilitating the maximal use of unstructured data. Non-systematic data is information stored in text files, emails, documents, multimedia, and the like.

  The document management system has the ability to create an integrated repository or library containing all the non-systematic data generated. Leading search and search tools make it easy to use and collaborate on this information across the enterprise. These tools often provide security and version control. However, in the past, storing and retrieving large volumes of paper documents has been a daunting task. The document management system solves some of the problems faced by the structure of manual document filing systems alongside electronic document systems. These systems include methods for combining both computer-generated image documents and paper documents in a secure document storage and retrieval system.

  The document management system includes means for releasing storage space and means for reducing the cost of copying and distributing paper documents. In many cases, it provides a way to add documents and index information into a document management system, while facilitating easy modification, generation of new versions, annotation and document sharing. One of the most important aspects of a document management system is the ability to eliminate wasted time on missing files or the hassle of locating lost files.

  Some document management systems allow a user to store various types of documents in a single location (i.e., storing related client emails and documents in the same folder). In addition, the document management system is capable of backing up all important scanned and computer generated business documents, and optical character recognition ("OCR") so that full-text searches can be performed on the scanned documents. Incorporate technology.

In a common operating system ("OS") platform (e.g., the Microsoft Windows (R) family), a user uses an integrated OS file management system (e.g., Windows Explorer) to navigate a local file system. Through the use of this tool, documents are processed in various ways, for example, moving, copying, deleting. Many computer users are accustomed to using integrated file management systems and therefore do not want to switch to another file management tool. Document management systems from third-party vendors usually include a file management system with improved quality.
Further, an advantage of document management systems is that they facilitate collaboration.

  One such method has a document distribution function, so that one user can easily share and transmit documents to other users, devices or systems. The document distribution function of a document management system typically prompts the user to manually select an appropriate distribution function for each document in the document management system. However, it is desirable for the document distribution function to have the ability to automatically transfer a plurality of documents to a selected data storage area.

According to the present invention, a document management system having an improved document distribution function is provided.
Further, the present invention provides a document management system with the ability to automatically transfer a plurality of documents to at least one data storage area.
Still further, the present invention provides a method for capturing an electronic document into a preselected data storage area, which comprises the following steps.
Selecting a data storage area suitable for storing the electronic document; and receiving electronic data representative of a plurality of electronic documents from at least a plurality of associated document systems in the selected data storage area.
Still further, the present invention provides a system for capturing electronic data into a pre-selected data storage area, which includes:
A memory suitable for defining a plurality of data storage areas therein, individual data storage areas suitable for storing electronic documents,
Receiving, in the selected data storage area, selection means suitable for selecting a designated data storage area from the plurality, and electronic data representative of a plurality of electronic documents from at least a plurality of related document systems. Suitable means for
Advantages of the document management system of the present invention include, but are not limited to, improved document distribution capabilities and the ability to automatically transfer multiple documents to at least one selected data storage location. These and other advantages, aspects, and features will be understood by those of ordinary skill in the art upon reading and understanding the specification.

  Preferably, the document management system provides access to the document management repository, preferably via folders built into the existing OS file structure. Although the present invention is described as enabling a user to access document management functions from a Microsoft Windows OS, as will be recognized by those skilled in the art, Unix, Linux, and the like. ), MacOS (registered trademark) or other OS, and is suitably designed to interact with any OS.

  In one embodiment, a document management platform ("DMP") provides access to network-based documents via a browser, such as Internet Explorer or Netscape. In the currently preferred embodiment, the document repository managed by the DMP is represented as a folder or data storage area in the Internet Explorer window. As will be appreciated by those skilled in the art, as long as the user has the appropriate access rights, the DMP will preferably allow the user to perform operations on the repository folder or data storage area.

  FIG. 1 is an illustration of a network environment for implementing the present invention. The system comprises a data transmission network 100 that is illustrative of a LAN or WAN environment in which the preferred embodiment is provided, such as a packet-switched TCP / IP-based global communication network. By countless conventional data transmission mechanisms, such as Ethernet, Token Ring, 802.11 (b), or wired or wireless data communication mechanisms, as will be recognized by those skilled in the art. As illustrated, the data transmission network 100 is suitable for any network and is preferably comprised of a physical layer and a transport layer.

  The connection to the data transmission network 100 is a document management platform 102 ("DMP"). In the presently preferred embodiment, the DMP 102 is preferably a plug and play device with hardware components and software, preferably consisting of a sealed box server, which is easy to install, configure and support. The hardware and software are described in detail below. The DMP 102 is suitable for providing support to at least one computer 104, at least one image forming device 108, and / or at least one server 106 that couples to the data transmission network 100. It is a suitable document delivery solution with document management capabilities.

  The DMP 102 preferably replaces or supplements existing facsimile, print and email servers, and presents a more efficient way to send, track and store business documents. Preferably, DMP 102 is a client / server system. It is properly implemented in single and joint enterprise workgroups (although not restricted to such an environment) to increase productivity and make document communication simpler and more reliable Designed to reduce costs. DMP 102 suitably provides the ability for users to share documents between various workgroups and perform collaborative work. Further, the computer 104 is associated with the data transmission network 100. The computer 104 may be a server or client running on Windows NT (registered trademark), Windows 2000 (registered trademark), Windows XP (registered trademark), Unix (registered trademark), Linux (registered trademark), Macintosh, or another operating system. is there. Further, as will be appreciated by those skilled in the art, computer 104 is a thick client or a thin client. For example, in a LAN environment, the DMP 102 provides services from browser-based “thin” clients. The disclosed DMP structure is well-adapted for “thick-client” driver-based computers 104 and for “thin-client” browser-based computers 104.

  At least one image forming apparatus 108 is connected to the data transmission network 100. Image forming device 108 is a device such as a printer, facsimile, scanning device, copier, multifunction peripheral ("MFP"), or other peripheral. The imaging device 108 is suitable for any networked imaging device, as will be appreciated by those skilled in the art. The imaging device 108 has an internal device controller that acts as a fully functional server with the necessary hardware and software to ensure proper operation of the imaging device, as will be appreciated by those skilled in the art. Is preferred. Further, image forming device 108 preferably includes an internal storage device (hard disk and RAM as will be appreciated by those skilled in the art).

  The server 106 is also optionally connected to the data transmission network 100. Since both the image forming apparatus 108 and the DMP 102 properly have server functions, a supplementary server is not required to carry out the present invention. However, a corporate network rarely has only a single server, and in many cases there are more than two servers configured to perform different tasks. Server 106 is any fully functional server with the necessary hardware and software to ensure proper operation. Server 106 is a database server configured for selective query support, selective data access, data archiving, and the like, and configured to perform functions via an email server, application server, or network. Any server that was done.

  The DMP 102 preferably includes a document distribution module ("DDM") 112 and a document management module ("DMM") 114. It should be noted that the DMP 102 is not limited to these specific modules and suitably comprises additional modules for device management. The primary function of the DMM 114 is to store the documents in the main document repository, facilitating the user's ability to modify the documents, collaborate while editing the documents, and review and review the stored documents. The primary function of the DDM 112 is to route the job to the intended destination, such as an image forming device, server, computer, document storage, or the like.

  DMP 102 further comprises an internal storage device with at least one document storage or data storage area suitably maintained therein. Preferably, the DMP 102 connects to the data transmission network 100 via the network interface 116. As described above, the DMP 102, the server 106, the computer 104, and the at least one image forming apparatus 108 are in a shared communication organization.

  The computer 104 appropriately displays a thick client with a general-purpose interface to the DMP 102 or a thin client. Computer 104 connects with DDM 112 to distribute documents to selected devices. DDM 112 appropriately reports to computer 104 the status of the document transferred to DDM 112 for distribution.

  The DMM 114 works with the DDM 112 and its components to allow a user to quickly store and retrieve documents from the main repository, which is preferably stored in the storage device 111 of the DMP 102. , In communication with the data transmission network 100 and stored appropriately on any storage device. The repository allows users to share documents and handles collaboration between various workgroups. To access documents stored in the repository, a user of the DMP 102 preferably utilizes a browser-based graphical user interface (GUI) from the computer 104. DMP 102 preferably provides support for conventional browsers (eg, Microsoft Internet Explorer, Netscape® Navigator) through an internal web server accessible to thin clients via a browser using the HTTP protocol. A WebDAV (Web Distributed Authoring and Versioning) client communicates properly with a Web server using HTTP and WebDAV protocols. WebDAV is a two-way protocol designed to support website editing and handling of meta data.

  When the DMM 114 receives a document in the form of an image, such as from a facsimile or scanning device, it appropriately routes the image to a repository for storage. Images can also be transferred to DDM 112 for routing to an output device (eg, a printer). In addition, the image files are also properly routed over the network to other document management systems ("ODMP") and preferably ODMA-enabled products on the remote device. Documents received via the email device are appropriately processed as text or attachments and forwarded to DMM 114. Both the image and the processed email document can be routed to a printer, a repository, and ODMP or other output device via DDM 112.

  FIG. 2 is a hierarchical folder tree structure of the storage unit according to the present invention. The storage unit 200 is appropriately composed of a plurality of file folders or data storage areas. The user can browse through the bin 200 to access the file folders and documents. Authorized users can create a hierarchical tree by creating new file folders and documents. Each file folder suitably contains both the file's child folders and documents. The user is provided with two types of file folders, a personal folder 202 and a group folder 204. The personal folder 202 permits only the access of the folder owner. The folder owner has all rights to the objects contained therein. When an administrator creates a user account, the personal folder 202 is created appropriately. Users belonging to the group assigned to this file folder can see the group folder 204. The operations that the user can perform on the objects included in the group folder 204 are restricted to the access rights inherited from the respective groups.

  In one embodiment, the document management system of the present invention also includes a received mail storage or storage area for recording incoming scanned image data, facsimile, print data, and the like. Such a storage area may be a personal storage area for each user or group, or a shared storage area. Scanned images, facsimile, print data and the like are recorded in a storage area based on parameters provided by the user.

  The document management system of the present invention allows a user to simultaneously retrieve or move multiple documents from a document system into at least one storage or data storage area. To retrieve or move a document, a user selects a storage or data storage area for receiving the document. The user identifies the appropriate data storage area by providing the selected information regarding the data storage area in any manner known in the art. Such information includes, but is not limited to, data storage location, data storage name, access rights, username associated with the data storage, and username password. The user is either a system user or a guest account. Thereafter, the information provided by the user is confirmed and, if so, the user is subsequently permitted to transfer or move the plurality of documents from the document system to the selected data storage area. Preferably, each user can select only one data storage area.

  Preferably, the data storage area is selected from a personal folder, a group folder, and an electronic mail folder. Preferably, the document and directory tree structure are properly populated in the data storage area. When directory tree structures are received in the data storage area, only the documents stored in those directories are imported into the data storage area.

  The document system is a document management system, an image forming apparatus, an e-mail server, and an Internet server. For example, in one embodiment, a user may utilize an interface that is suitably implemented to allow browsing of such devices and to enable document selection from a local drive or a network hard drive. Import or move multiple documents. This is also called an upload operation. The interface allows the user to point to the destination storage area or folder, perform a copy, or move the operation of placing a document in the destination data storage area or folder.

  In another embodiment, a user captures input and output from imaging devices such as scanning devices, printers, copiers, facsimiles, and multifunction peripherals. For example, a paper document scanned by a user is converted to an image format and stored in the user's personal storage device or received mail folder. The user has the option to move the document from his / her received mail folder to a specific data storage area or folder in the storage.

  In yet another embodiment, the user captures data from the email as text and attachments. Documents sent via email are stored in a user received mail folder. The user has the option to move the document from the received mail folder to a specific data storage area or folder in the storage.

  In another embodiment, a user retrieves a document or file from a server that is processed over the Internet. The GUI has a function of designating URLs of a source document and a destination file folder. Thereafter, the DMP 202 facilitates downloading a particular document for storage in a particular data storage area or folder.

  In one embodiment, the document management system also includes means suitable for releasing the desired data storage area so that the designated data storage area will no longer receive documents or data from the document system. . All electronic documents and data are received from the document system into the designated document storage area until the user releases the designated document area. At this point, the user may stop processing or selecting another data storage area to receive the document or data.

  In one embodiment, the document management system includes means suitable for locking an alternative data storage area, such that only designated data storage areas receive documents and data from a particular document system.

  In another embodiment, the document management system provides a plurality of data storage areas, or folders, and each area, or folder, associated with an individual user as discussed above. In this embodiment, a plurality of data storage areas are selected. Thereafter, each selected data storage area or folder receives documents or data for its associated individual user from the document system. Preferably, each user can select only one data storage area. In one embodiment, the document management system provides a means suitable for releasing individual users' desired data storage such that the designated data storage no longer receives documents or data from the document system. Also included. Until the designated document area is released, all electronic documents and data are received from the document system into the designated document storage area associated with the individual user.

  3 and 4 illustrate a flowchart of a process for moving a plurality of documents to at least one selected data storage area according to the present invention. The flow begins at process block 302 where the user selects a data storage area or folder where the document is to be transferred. Thereafter, the process proceeds to decision block 304 where a determination is made whether the selected data storage area is a personal data storage area. If the determination is positive, proceed to process block 306, where a shadow share data storage area corresponding to the selected data storage area on the DMM is created on the server. If the determination is negative, proceed to process block 308, where a shadow share data storage area corresponding to the selected data storage area on the server is created on the server.

  The process then proceeds to process block 310 where the shadow share data storage area is opened. Thereafter, a determination is made at decision block 312 as to whether the shadow data storage area is a personal data storage area. If the determination is negative, proceed to process block 320. If the determination is positive, proceed to process block 314, which requests the user to provide a username and password to gain access to the data storage area.

Administrator rights are appropriately assigned by the administrator according to the level of access provided to a particular user. For example, a user in a group folder may be given full access to his or her own documents in a personal folder, even though the user is restricted to lower-level read-only access. The administrator can set rights for any user and for any document location. Note that the username / password login can be implemented as a single login that matches the network login, or as a separate login. Thus, if the DMP 102 requests the user for a username / password as a separate login procedure, proceed to decision block 316, which determines if the access code or login is valid.
A negative determination in decision block 316 indicates that the user has entered invalid login information and returns to process block 318, which requires the user to enter a valid access code or login again.

An affirmative determination at decision block 316 indicates that the user has entered a valid login, and proceeds to process block 320 where the user is provided with access to the repository.
The user is appropriately given access associated with the login information provided by the user according to the rights assigned by the administrator.

  Thereafter, proceed to process block 322, where the user moves or copies the plurality of documents from the document system to the shadow share data storage area. At this point, after a predetermined period of time, control is passed to process block 324 which transfers the document from the shadow share data storage area to the corresponding data storage area located in the DMM.

  Thereafter, the process transitions to process block 326 where the user releases the selected data storage container so that the data storage area does not receive a document from the document system. The data storage area can be released at any time. At this point, the user may receive a document, as shown at 328, or select another data storage area to interrupt the process.

  A system described to run on network devices, but also on other operating systems, such as, for example, Linux (and other Unix OS), and on the OS of Apple Computer. It is recognized that it can be done. Although the preferred embodiment has been described in detail, it is to be understood that various changes, substitutions, and alterations can be made without departing from the spirit and scope of the invention, as defined by the appended claims. Should be. Various modifications of the details, materials, and partial arrangements described and illustrated herein to explain the principles of the invention may be carried out using the principles of the invention as set forth in the appended claims. It will be appreciated that this may be done by one skilled in the art within the scope of application.

Is an example of a network system for implementing the present invention. Is a hierarchical tree structure of the storage unit in the document management system. and 1 is an overall block diagram of a subject invention for automatically transferring a plurality of documents to at least one data storage area.

Claims (35)

Selecting a data storage area suitable for storing the electronic document, and receiving electronic data representative of a plurality of electronic documents from at least a plurality of associated document systems into the selected data storage area. How to import an electronic document into a preselected data storage area.   2. The electronic document capturing method according to claim 1, wherein a preselected data storage area is selected from a group consisting of a personal storage folder, a network storage folder, and an electronic mail folder arranged in an associated server.   2. The electronic document capturing method according to claim 1, wherein a related document system is selected from a group consisting of an image forming apparatus, an electronic mail server, an Internet server, and a document management system.   4. The method according to claim 3, wherein the image forming apparatus includes a scanning device, a facsimile machine, a copying machine, and a multi-function peripheral device. 2. The method of claim 1, further comprising the step of requesting the associated user with the selected information regarding the data storage area and, after the end of the requesting step, receiving from the associated user selection data specifying the data storage area selected by the user. Electronic document capture method described in.   The method of claim 5, wherein the selected information includes at least one of a data storage location, a data storage name, an access right, a user name associated with the data storage, and a username password. .   The method of claim 1, further comprising, after completing the step of selecting a single storage area to receive the electronic data, receiving the electronic data and then locking the alternative data storage area.   The method of claim 1, wherein the data storage area receives representative electronic data of the directory information.   2. The method of claim 1, further comprising the step of releasing the designated data storage area, wherein all electronic documents are received in the selected data storage area until the designated data storage area is released. .   The method of claim 1, wherein a plurality of data storage areas are selected, each data storage area is associated with an individual user, and each data storage area receives all electronic documents associated with the individual user. How to capture the described electronic document.   Selectively releasing each individual user's designated data storage area so that all electronic documents associated with the individual user are selected and associated with each such user until the designated data storage is released. The electronic document capture method according to claim 10, wherein the electronic document capture method is received by a stored data storage device. A memory for defining a plurality of data storage areas, each data storage area suitable for storing an electronic document;
Selecting means suitable for selecting a designated data storage area from the plurality thereof, and receiving representative electronic data of a plurality of electronic documents from at least a plurality of associated document systems into the selected data storage area. A system for capturing an electronic document to a preselected data storage area, comprising means suitable for:   The system for capturing electronic documents according to claim 12, comprising a memory and a network providing data communication between each of the plurality of associated document systems.   13. The system for capturing an electronic document according to claim 12, wherein a data storage area is selected in advance from a group consisting of a personal storage folder, a network storage folder, and an electronic mail folder arranged on an associated server.   13. The system for capturing an electronic document according to claim 12, wherein an associated document system is selected from a group consisting of an image forming apparatus, an electronic mail server, an Internet server, and a document management system.   16. The system for capturing electronic documents according to claim 15, wherein the imaging device includes a scanning device, a facsimile machine, a copier, and a multi-function peripheral. Means applied to the request to the relevant user with the selected information about the data storage area, and means, after the request to the user, suitable for receiving from the selection data of the relevant user, specifying the user-selected data storage area The system for capturing an electronic document according to claim 12, comprising:   18. The electronic document capture of claim 17, wherein the selected information includes at least one of a data storage location, a data storage name, an access right, a user name associated with the data storage, and a username password. System for.   13. The system for capturing an electronic document according to claim 12, comprising means for locking the alternate data storage area after receiving the electronic data after completing the step of selecting only one storage area to receive the electronic data.   13. The system for capturing electronic documents according to claim 12, wherein the data storage area receives electronic data representative of directory information.   13. A method according to claim 12, comprising a release means suitable for releasing the specified data storage area, wherein all electronic documents are received in the selected data storage area until the release means is activated. System. Means suitable for specifying a plurality of selected data storage areas each associated with an individual user, and an electronic document associated with each individual user among the selected data storage areas each associated with an individual user. 13. The system for capturing electronic documents according to claim 12, comprising means suitable for receiving the electronic document.   Release means suitable for selectively releasing the specified data storage area of each individual user, wherein all electronic documents associated with each individual user are individually stored until activation of the release means associated with each user. 23. The system for capturing electronic documents according to claim 22, which is received on a selected data recording device associated with a user. Selecting a data storage area suitable for storing the electronic document, and receiving representative electronic data of the plurality of electronic documents from the at least one of the plurality of associated document systems in the selected data storage area. A computer-implemented method for loading an electronic document into a preselected data storage area. 25. The method of claim 24, further comprising the step of requesting the associated user with the selected information regarding the data storage area and, after the end of the requesting step, receiving from the associated user selection data specifying the data storage area selected by the user. A computer-implemented method as described.   26. The computer-implemented method of claim 24, comprising, after completing the step of selecting only one storage area to receive the electronic data, locking the alternative data storage area after receiving the electronic data.   The computer-implemented computer-implemented method of claim 24, comprising releasing the designated data storage area, wherein all electronic documents are received in the selected data storage area until the designated data storage area is released. Way.   25. The method of claim 24, wherein a plurality of data storage areas are selected, each data storage area is associated with an individual user, and each data storage area receives all electronic documents associated with the individual user. A computer-implemented method as described.   Selectively releasing each individual user's designated data storage area so that all electronic documents associated with each individual user have their selected data associated therewith until the designated data recording device is released. The computer-implemented method of claim 28, wherein the method is received on a storage device. A memory suitable for defining a plurality of data storage areas where each storage area is suitable for storing an electronic document; and
Selecting means suitable for selecting a designated data storage area from the plurality, and receiving, in the selected data storage area, electronic data representative of a plurality of electronic documents from at least a plurality of associated document systems. A computer readable medium of instructions for capturing an electronic document into a preselected data storage area, including means suitable for: Means applied to the request to the relevant user with the selected information about the data storage area, and means, after the request to the user, suitable for receiving from the selection data of the relevant user, specifying the user-selected data storage area 31. The computer-readable medium of claim 30, comprising:   31. The computer-readable medium of claim 30, including means for locking the alternate data storage area after receiving the electronic data after completing the step of selecting only one storage area to receive the electronic data.   31. The computer-readable medium of claim 30, comprising a release means adapted to release the designated data storage area, wherein all electronic documents are received in the selected data storage area until the release means is activated. . Means suitable for specifying a plurality of selected data storage areas each associated with an individual user, and an electronic document associated with each individual user among the selected data storage areas each associated with an individual user. 31. The computer-readable medium of claim 30, comprising means suitable for receiving a.   Release means suitable for selectively releasing the specified data storage area of each individual user, wherein all electronic documents associated with each individual user are individually stored until activation of the release means associated with each user. 35. The computer-readable medium of claim 34, received on a selected data recording device associated with a user.

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