RU2222045C2 - Document transfer and control system - Google Patents

Abstract

FIELD: e- mail message generation systems. SUBSTANCE: proposed method and device provide for preparing documents of definite format and content in response to clientTs request. Data are stored in clientTs memory; most frequently used documents are stored, most frequently phrases are identified, phase-identifying code is transferred, and code-identified phrase is added to data of document being prepared; then document is transmitted to one or more recipients. EFFECT: enhanced speed and reduced cost for preparing and sending any quantity of documents with variable main part and fixed log. 23 cl, 7 dwg

Description

 This invention relates to a system for quickly and basically automatically creating a large number of messages for e-mail, fax, for compiling data or documents and transmitting them to distributed receiving points, for increasing the transmission speed using a self-learning system, for creating a document control system and eliminating the need to use an optical character recognition system for transmitted documents.

 When conducting any business, it is necessary to send many different types of documents, which are mainly letters and slightly differ from each other in content, but are sent to different addresses, to different people or to different enterprises. Today, such documents are usually created in one center or in several such centers and sent by mail, for example, using the postal service or a similar organization, such as a courier service. In this case, the client hopes for the mercy of the postal service, which is becoming increasingly inefficient and expensive and negatively affects the environment, which is caused by the expenditure of a huge amount of energy and other resources for the transmission of millions of mail items that it receives every year, for example, by air or by truck, often from very large distances.

 In addition to costs, often this also requires a lot of time. In particular, the letter route can run through the entire United States, or even through other countries, and this delay is becoming ever greater, despite the heroic efforts of the postal service, which is trying to cope with the growing volume of mail.

 It is possible to use some replacement technologies, for example, facsimile transmission of information and e-mail.

 However, none of them is universal: almost all people have a mailing address, but many people do not have access to computers to receive e-mail and do not have equipment for receiving fax messages. In addition, these technologies have other disadvantages. The cost of faxing increases significantly if the transmission is outside the local telephone network. E-mail is fast and inexpensive if it is used during a low daily load, but it does not automatically provide a hard copy of the message if the recipient of the information does not want it, who makes his choice either intentionally or accidentally, while the sender of information can not control this process.

 Regardless of the way information is transmitted, whether it is a postal service, e-mail, fax, or other means, an extremely wasteful and almost universal phenomenon is the retransmission of the same information. For example, when sending a regular business letter by fax, the sender of the letter usually uses a kind of identification tag, or a professionally printed letterhead, a company letterhead, or a kind of special identification tag that contains the sender's original data. Although it is important for the recipient to have this information, nevertheless, a significant part of the burden of transmitting data over long distances is the repeated transmission of this information.

 In addition, for each enterprise and for many individuals it is very important to have a document control system that provides the user with registration of sent and received correspondence and its search.

 Thus, the aim of the present invention is to provide a system for repetitive, quick and inexpensive preparation and sending to selected addresses using various possible means of transferring any number of documents, the main part of the content of which changes in accordance with a predefined blank or remains unchanged.

 Another objective of the present invention is to provide a system capable of drastically reducing the volume of logos, or text, and / or standard graphics.

 Another objective of the present invention is to increase the transmission rate using a self-learning system.

 Another objective of the present invention is the creation of a document control system that can be used as an independent system or in conjunction with a document transfer system.

 Another objective of the present invention is to provide access to systems for the remote formation and storage of graphics and control of these processes.

 Another objective of the present invention is to eliminate the need for an optical character recognition system to convert the results of the system in question.

 In short, the present invention describes a method for generating and disseminating information, including the steps of creating a plurality of service centers in various geographical locations and providing each service center with a control computer, a functionally shared client computer memory and means for generating an output document consisting of the necessary data stored in the memory . A part of the client’s memory is transferred to each of numerous users, and in each area of the client’s memory data is stored, which includes parts of the generated documents. In response to a request received from the client, the selected document is transmitted to the designated recipient. At the system output, a copy of the document can be issued in the form of a printout on a printer, an electronic copy, for example an e-mail or fax message, or data compilation in one form or another.

These goals are achieved by the fact that in the method of forming and disseminating information include the following steps:
- create a number of service centers in various geographical areas with the installation in each service center of a control computer with functionally divisible machine memory of customers and means of obtaining an output document from memory;
- equip each service center with communication facilities to ensure communication between the service center and customers;
- store customer memory data containing parts of generated documents;
- generate and store an output document of a certain format and content and develop unique data in response to a client's request and transmit the output document to one or more recipients;
- repeat the automatic viewing of the text of the output documents stored for the client in order to identify phrases that are repeatedly repeated by this client that are part of the stored data, and add the identified phrases to the data, which include parts of the generated documents, which reduces the amount of unique data added to the output.

 These goals are also achieved by transmitting a client’s memory to each of the clients.

 These goals are also achieved by the fact that they provide electronic connection of service centers with each other to ensure two-way communication between all communication centers.

 These goals are also achieved by composing a memory device and a compilation code with a recognizable format for the client to send a document request to the service center, while for the purpose of identifying the client, the control computer recognizes the code, document format and selected places of the document’s content, include unique data , while the control computer selects one or more document elements from the memory area assigned to the client, and collects the elements together to form a request Vai document.

 These goals are also achieved by the fact that they transmit the output document to the recipient using electronic means of communication.

 These goals are also achieved by transmitting a printed copy of the output to the recipient using electronic communications.

 These goals are also achieved by transmitting the output document to the recipient using facsimile communications.

 These goals are also achieved by the fact that the service center sets up means for receiving and sending fax messages.

 These goals are also achieved by the fact that the printing center and mail equipment are installed in the service center.

 These goals are also achieved by the fact that the stage of forming the document includes adding data to the generated document with setting the true date of transmission of the document by the client.

 These goals are also achieved by marking the generated document with pre-selected identification information using electronic means.

 These goals are also achieved by creating and storing an electronic copy of each transmitted document and identification information for the client.

 These goals are also achieved by the fact that they also translate the requested document into the selected language other than the language of the true requirement, and transmitting the document in the selected language.

 These goals are also achieved by the fact that they also store copies of each output document in electronic, machine-readable form for the customer at the service center and provide individual recipients with output documents in electronic, machine-readable form, regardless of the form in which this output document was originally sent to this recipient.

 These goals are also achieved by the fact that the requirement received from the client can be received by any type of communication, including facsimile and electronic, while the stage of transmitting the output document to a specific recipient includes the transmission by the type of communication selected from the conditions of efficiency, regardless of what type of communication transmitted the requirement received from the client to the service center.

 These goals are also achieved by transferring the common area of the client’s memory to all clients, while the common area becomes available to all clients, and storing phrases and sentences in this common area for use by all clients.

 These goals are also achieved by the fact that the customer’s memory includes stored graphic elements and the step of generating an output document includes compiling a document from graphic elements stored in the service center.

 These goals are also achieved by the fact that the client’s memory includes stored graphic elements and the step of generating an output document includes transferring the selected codes from the client to the service center for selecting stored elements and manipulating them to create and modify graphic images in the service center.

These goals are also achieved by the fact that:
- create a service center equipped with communication facilities to provide communication between this service center and customers, and between this service center and recipients of output documents generated for customers;
- store for the customer in the service center copies of each output document in electronic, machine-readable form;
- repeat and automatically review the text of the output documents stored for the client, in order to identify phrases that are repeatedly repeated by this client that are part of the stored data, and add identified phrases to the data, which include parts of the generated documents, which reduces the amount of unique data, added to the output;
- provide individual recipients with output documents in electronic, machine-readable form, regardless of the form in which this output document was originally sent to this recipient.

These goals are also achieved by the fact that there is a device for the formation and dissemination of information, which includes:
- service centers in various geographical areas, each of which includes:
- control computer;
- functionally divisible client machine memory;
- data representing parts of documents that are used repeatedly in generated documents are stored in the client’s memory;
- means of compiling an output document from data stored in said memory;
- communication means for communicating between said center and customers and between said service center and recipients;
- said control computer, which, in response to a client’s request, generates and stores an output document of the selected format and content using the stored data and unique data provided by the said client, and transmits the output document to one or more specific recipients, and performs a repeated and automatic scan the text of the output documents stored for the client in order to identify phrases repeatedly repeated by this client that are part of the stored data, and adding identified phrases to data, which includes parts of the generated documents, which reduces the amount of unique data added to the output documents.

 These goals are also achieved by the fact that the said service center from the point of view of geography is much closer to the said recipient than to the said client.

 These goals are also achieved by the fact that the said center also includes funds placed in the said service center for storing documents intended for sale, and means for printing and issuing the said documents for a fee.

 These goals are also achieved by the fact that the said center also includes speech input means for generating text.

 To fully understand the method of achieving the objectives of the present invention, drawings are presented in which embodiments of the present invention are shown.

 In FIG. 1 is a simplified block diagram of a system of the present invention.

 In FIG. 2 is a diagram illustrating elements of a document with which the system of the present invention operates.

 In FIG. 3 is a diagram illustrating the composition of a memory access and compilation code of the present invention.

 In FIG. 4 is a diagram of another document that can be processed by the system of the present invention.

 In FIG. 5 is a portion of a block diagram illustrating a portion of a service center incorporating alternative transmission technology.

 In FIG. 6 and 7 show a simplified layout of the service centers of the present invention in different geographical areas.

 In accordance with FIG. 1, the implementation of the present invention implies the presence of multiple devices that are called service centers 10, the number, size and geographical location of which may vary, but as will become clear from the following description, it is desirable to place these service centers near densely populated areas. These service centers are connected to each other using a network of communication lines 12, which can be used as simple telephone lines, while they can be organized either into a formal network or used if necessary.

 A single corporation or any other organization may establish its own service centers for its own needs or have a direct line of communication between two subscribers, it is assumed that the most effective way of implementing the present invention is to use it by a service company, which may be a telecommunications company, which organizes service centers and makes them available to subscribers for a monthly fee. Thus, this system can be effectively used by both very small businesses and large enterprises. Hereinafter, users of the system will be called customers, while individuals, firms or companies can act as clients. For corporations whose subsidiaries or branches are located in areas remote from each other, it is economically feasible to establish service centers in these areas for communication within the company, as well as for communication with subscribers outside the company, and the term "service center" should be understood as equipment for internal use and for use between individual customers.

 At each service center 10, several key pieces of equipment are located, which are shown in FIG. 1 in the form of rectangles inside one of the service centers. It is assumed that all this equipment is installed in each service center, but this is not a prerequisite and most likely the number of computers used and the amount of memory will depend on the amount of work, the same applies to transmitting and receiving devices, the number of which increases with increasing throughput system. The composition of this equipment includes one or more control computers 14, which represent communication interfaces with other service centers and customers, shown in the form of telephones 16. This computer is connected to the memory of a large computer 18, which is functionally and can be physically divided into separate parts, each of which is assigned to an individual client. One piece of memory may be available to all clients. Each center also includes one or several printers 20, which are controlled by a computer and print information received from memory 18. The printed material, depicted in the form of a sheet of paper 22, is forwarded to postal equipment 24, which can have a different look, but the composition of which necessarily includes an apparatus for working with a printout and for preparing this printout for physical delivery to recipients. The exact composition of the mail equipment is determined by the delivery method. Typically, automatic equipment is used for these purposes to print a document consisting of several parts and an envelope. In addition, manual folding may be necessary to fold printed material and place it in envelopes.

 The process of using the system of the present invention may begin with determining the types of correspondence processed by the system for the client. The system can handle various types of correspondence, but a letter of simple form will be used for illustration purposes. A sample letter is created by the client or for the client, which is stored on a specific section of the service center memory reserved for that client. For privacy and private interests, it is desirable that the memory allocation be targeted. At the same time, a list of recipients is also stored in memory, and each client has its own identification number.

 The sample letter has an area where the address fits, in addition, there are other areas on the sample letter that are filled in accordance with the commands issued at the time of writing, for example, the amount of money. To use the system, the client, by telephone or through a computer connection with the service center, issues a sequence of commands to the service center that come in the form of a call to the storage device and a compilation code. For the purposes of confidentiality and billing, the reference to the storage device and the compilation code include the customer identification number. The computer 14 receives a command to search the corresponding part of the memory system for the preparation of a sample letter in the form of a compiled document. In the appeal to the storage device and the compilation code, there is an identifier of the type of the used letter sample, which is selected from the samples stored in the memory for this particular client, for example, an account; recipient identifier from the list of client recipients in the system memory; and an identifier of the amount of money to be charged along with a selection of stored phrases that are used for this particular letter sample; and finally, the identifier of the end code, which tells the computer that the instruction is complete. The instruction may include a large number of recipients and the amount of money for each of them, but to illustrate the case with one recipient.

 After receiving the end code, the control computer compiles a sample letter and combines it with the address and other information or a selection from a sequence of commands, and then prints the letter and sends the printed letter to e-mail equipment or to a personal address. As noted earlier, the document at the output of the system can be in electronic form, and not just in print. Thus, the document obtained as a result of the described process can be transmitted, for example, by fax to those recipients who can receive messages by fax and for whom the fax telephone number is known or, for example, in the form of a file made in ASCII format.

 It should be especially noted that in special situations an individual customer may use the service center or centers that (which) are closest to the recipient (s). Thus, one client at one mailing can use several service centers, while each center is used by recipients in the geographical area that is closest to this center, thus guaranteeing that each sent letter, message by fax or e-mail, or data compilation was sent in the shortest way and in the shortest time. For this purpose, as soon as the mailing list for the client is ready or updated, addresses can be distributed to centers located in the immediate vicinity of these addresses, and sample letters corresponding to these addresses are stored in each center.

 For communication purposes, the client can always contact the nearest service center either to order one or more sent compiled samples, or to update data, and then the control computer in this nearest service center sends information to other relevant centers via a network operating between centers.

 A network of service centers can be established nationwide or internationally. The world-wide dissemination of information using this system allows the most complete use of this system, since the time it takes to ship by international mail, for example, is calculated in days or even weeks. When using the system of the present invention, the transit time may be one day or less.

 In the case of international mailing, it is very important to send material in the appropriate language, which means that the mail must be prepared and stored in those languages that correspond to this geographical area.

 Obviously, the use of the system of the present invention should be preceded by a stage of careful planning and preparation. However, this is not difficult, since the use of the system by customers can begin with simple forms that require only minimal data merging and insertion, and can then take more complex forms with documents, in which, for example, various materials can be used for choice.

 In this simple example, you can see some important advantages. First, the client only makes a short, inexpensive phone call (call). Secondly, the sequence of commands that make up the access to the storage device and the compilation code can be prepared in a simple format in advance (before the call, and can be prepared simply on a personal computer. Then, when the sequence of commands is ready, it is transmitted immediately, within a very short time. Thirdly, when the material for each letter, message by fax or e-mail or data compilation is prepared and printed in service centers, these letters, etc. are sent to recipients located nearby Thus, if the service centers are located in other countries, then letters, fax, e-mail messages can be received in Hamburg (Germany) and Cleveland (Ohio, USA) practically during the same time without costs to international mail or international telephone communications and regardless of where the client is located.

 Thus, the client only needs to prepare an appeal to the storage device and a compilation and change or insert code for the documents being drawn up; in any case, it takes less time to prepare the document. Since the use of this system significantly reduces the delivery time at the system output, the delivery time from the recipient is also reduced. Thus, there is a time saving on both sides of the system, which leads to an increase in the transmission speed, which can even increase as a result of using advanced technology.

 Most of us are familiar with the usual letter format, and it may be useful to take a closer look at one of them. In FIG. Figure 2 shows the traditional elements of the letter in the form that they should be viewed when used in the system, with each element of the finished document occupying the space reserved for it and presented in the form of a marked cell. Most letters on top have a logo, the dimensions of which can be changed, but which remains unchanged for a particular client, or which can be selected from several logotypes of the same type if the client has several branches or structural divisions, each of which uses its own logo. In this case, the term "logo" means the company’s trademark, company name and / or symbol, letterhead, or simply the name and address of the client. In European countries, information that is usually located in the header of the letterhead and which can be included in the logo contains the bank’s attributes and registration number under which the company was officially registered. In the case of the system of the present invention, a logo (logos) will be stored on the client’s memory area for use in all created documents.

 Another element that should be automatically entered by the service center using conventional word processing programs is the date. If necessary, you can also take into account the difference in time and numbers in individual countries so that the document contains the corresponding date or even the date of sending and receiving. This is especially important if the transmitted document is of legal value. Suppose, for example, that a client from Maryland sends a documentary request to her local service center at 10 p.m. on March 14 in order to meet the deadline in Germany, which expires on March 14. The document will be received immediately afterwards on March 15 at 4 o’clock in the morning in Germany, but if the document has a stamp with the departure date of March 14, then it can satisfy the time limit.

 The following elements are the name and address of the recipient. Suppose that letters are sent by this system to a group of recipients and that this group is set in advance by the client and is identifiable. This field is filled in by the merge function as you prepare the letters.

 The subject line is often the next, followed by greetings, which may partially use information from the recipient's name and address fields. Then the content of the letter or message is compiled, in which inserts can be used so that the letter can take into account the particularities of the individual recipient. For a certain number of inserts, which can be used such as the amount of money, dates or time intervals, you need a sample letter of a certain type.

 After composing the message, a signature block is inserted, which may include reproduction of the sender's signature. Finally, if any attachments are attached to the letter, they are mentioned at the end of the letter, you can also bring the newsletter. Other elements may be present, but those listed are sufficient.

 In a preferred embodiment of the invention, to create such a document, whether it be a letter or something else, the client compiles and transmits an appeal to the storage device and a compilation code. Each client makes an appeal to the storage device and a compilation code in a standard format, which can be dictated by the operator of the service center. Alternatively, the code format may take into account the particularities of a particular client. In using different code formats for different clients, there is some advantage in terms of secrecy, which is explained by great difficulties in case of attempts to gain unauthorized access to the system through electronic means. Optionally, each client includes all of these elements in a sequence of commands for accessing a storage device or compilation code; they can be used as desired. If they should not be used, the ignore symbol may be used. In FIG. Figure 3 shows a possible sequence of instructions for accessing a storage device or compilation code that performs the necessary functions, although the order may be different and the functions may be added, discarded, or closed with a single code, depending on the needs of customers dictated by experience.

 The increase in speed can be achieved by creating a single common cross-reference compilation code for any transmitted message (text, and / or numbers, and / or graphics), as well as for any single change of data elements composed of any single data elements stored in memory and graphics (e.g. logo). A letter that, for example, begins with the words "Dear Sir" will have a different general single appeal and compilation code than those that have a completely identical letter starting with the words "Dear Madam", even if this is the only exception.

 It should be noted that the format of the letter can optionally be changed or typed on the screen. If this happens slowly, system capacities can be provided to other customers or used to develop new formats based on old ones. In manual mode, data for writing can be determined by manual selection using the instructions in the form of a menu, i.e. Choose a logo, date, address, etc., as described above.

 In FIG. Figure 3 shows that each section of the memory access and compilation code has a marked block. One of the first elements should be the customer identification number, which contains enough information to facilitate recognition of the used memory area and to satisfy the requirements of secrecy and the process of billing the service center. The next element is the category identifier of the sample letter used, called the form type. The actual sample letter has already been created and is stored in the memory in the service center with codes in the appropriate places in order to indicate the need to insert variable data or elements for the letter or other document that is in memory and is compiled by software.

 Another portion of the memory access and compilation code may identify the language to be used in the document or part thereof. Alternatively, a language code can be associated with each address so that a specific recipient always receives documents in a specific language. Then, you can identify the group or category of recipients. This is ensured by preliminary grouping of recipients and identification of a group or groups; or addresses can be associated with the identification of certain characteristics of individuals (income level, interests, etc.) and the circle of recipients can be identified by determining the characteristics obtained from the control computer to sort the lists of recipients according to the named characteristics.

 Then, together with applications, which may include, for example, advertising material or special offers, as well as a mailing list, a signature block can be identified (if the client has more than one).

 If the message contains unique data that needs to be inserted, then this information can come from one or more tables associated with the recipient names. In a preferred embodiment of the invention, for each given group of letters composed and sent as single letters, only one code line is formed as an access to the storage device and a compilation code with such auxiliary information as inserting messages provided as attachments to this line. However, if the letter is more complex with numerous insertions or changes, a separate line may be required for each letter. If this makes the line of access to the storage device and the compilation code longer, then we can assume that this is an advantage for distribution.

 As described above, a string of access to the storage device and the compilation code may, for example, consist of a sequence of alphabetic characters, accompanied by special characters that have a certain meaning. The line can begin with the customer’s identifier of type Ac8% *, followed by the delimiter character #, followed by the form type G32, another delimiter, DE language code, another delimiter and a group of recipients. This line can begin as follows: Ac8% * # G32 # DE # XV4 .... When forming commands for other purposes, variations and different approaches may occur.

 The purpose of this system is to create a library of documents for each client, which, using various inserts, could take into account the characteristics of individual recipients and then be used repeatedly. However, as noted earlier, this “library” can be virtual, consisting of a number of phrases or sentences. Thus, a letter of a certain type may consist of a selection of fifteen stored sentences that come together when it is necessary to compose a letter. In this case, the client, in his appeal to the storage device and the compilation code, enters the identifier of the finished document into the control computer, and the control computer collects this document from the library elements under the control of a simple program. As with any system using a computer, it is advisable to provide a system with backup memory or a backup memory that can be used in the event of a main memory failure.

 The fact that the system stores in its memory all the past texts of each client allows us to use this for training the system. This system may include a separate program for searching materials stored in memory and taking into account the frequency of use of various phrases and sentences. Those that are used frequently or that are used more often than others are stored in the service center and become available to the computer systems of the authors of the letters. Then, when an identical phrase or sentence is typed by the user, the machine recognizes it (him) as one of the frequently used phrases and transmits to the service center only a short code identifying the given phrase. It also reduces the amount of material that needs to be transferred, and the more materials recorded and stored, the less materials that need to be transferred. This reflects the fact that many business letter authors tend to use the same phrases. Finally, many letters may fall into this category.

 A notable advantage of the system is the ability to store the text (in codes) of a document on each service center of a particular communication channel. Thus, if two parties conclude a contract at a distance and use the service center system, then each paragraph or paragraph of the document to be concluded can be identified in the usual way by letters and numbers and then only the changes will need to be sent. This can be done automatically. However, the full text of the document as amended is transmitted to each party to the contract. This creates a very big savings compared to the usual process of sending the full text of a document, usually by e-mail or fax, with each part of it changing. Although the “paperless” office was predicted over many years, it has yet to be realized, and although the “demise” of the fax due to the arrival of e-mail and related electronic technologies was predicted, faxes are likely to be used for many more years, mainly for advertising purposes. In addition, in the same way as logos or text, you can store, process and create graphic images.

 In order to save records, you can also store each document received by combining, which was sent and associate each such document with a file of a specific recipient. In general, this does not need to be done in real time until the document arrives in the recipient file in due time. The document can be compiled and sent to a file either by electronic means, by fax or on paper, depending on how the client’s records are stored. However, in addition to the above, it is desirable for the client to be able to request confirmation of receipt and delivery time. Depending on the delivery method used, the service center can freely provide automatically generated confirmation of the time of sending the document, e-mail, fax or data compilation, or sets of them from the service center, and / or delivery notification. The client can also print a record of what was sent and the service center system can reduce the amount of information transmitted by providing monthly summaries.

 Using the capabilities of the system described above, a new system can be introduced to ensure control over the sending or receipt of all documents through the system. As a first step, all shipments carried out electronically should be in the same code format, such as ASCII. If the received information or information transmitted electronically to the recipient is in some other format, such as HTML, then it must be converted to ASCII format.

 In one approach, each document sent or received by the system is then provided with a unique “marker” by which it can be identified. This marker can be printed on hard copies of the document, but this marker is stored at least along with an archive copy of the document. A marker can, for example, include any or all of the following data: the date of sending or receiving (easily inserted by the system program), the name of the sender and / or recipient (individual or company name), the subject of the document and the category of the document (letter, invoice, etc.). n.) or any other characteristics at the option of the customer. The amount of information included in the identification marker is selected and changed by the customer. Additional features include the use of all data elements after “post-start” unique data, such as logo, destination, number-hours-minutes-seconds, subject, sender name, applications, if provided, mailing, etc.

 A group of interconnected letters, such as, for example, an order bill / bill of sale and / or the name of the sender (signature). When working with the menu, the sender can add a date and / or time to a separate file “date / time” (meeting, set deadline), while another file can also be created just for names only. This should be considered not so much a necessary condition, but another additional opportunity. Moreover, the possibilities are not limited to this. The customer is simply offered the possibility of easy access to documents and their search. All this can be achieved by adding selectable search words to the special files while working with the menu. The control over unique (variable) data using the provided control tools can be carried out by creating a drive for unwanted words (like me, you, when, why, etc.) that cannot be used as search words. This drive is used to exclude these words from the list of search words. Another word accumulator dealing with the personal activity / organization of the sender (or addressee) can be created to provide access through search words related to the activity / organization.

 This provides numerous opportunities for using single or joint means of control, access and retrieval of documents, saving expensive administrative time and costs. In the case of combining document control with an increase in data transfer speed, an independent document processing system can be used. The unique "marker" can of course be used both separately for a specific sender, and together with an additional condition for the addressee, allowing you to perform additional individual control, in addition to all other features provided. In addition, sender fonts can be tied to the sender logo for another quick pick tool.

If the document is sent at the request of the customer, the sender receives the version of the document in ASCII format with an identification marker. If desired, he can also get a hard copy, but it is important that the document is presented in codes, as this eliminates the need for scanning the document with an optical character recognition system. If the transmission system of the present invention is usually used for all business correspondence, then there is no need to use an optical character recognition system and each document sent or received through this system is automatically marked and stored in a form that makes it easy to extract and search conventional way. On the other hand, this is achieved through an independent system. If the document is provided to the recipient in ASCII format, then it should be in the form
- a hard copy in ASCII code transmitted by the service center, or
- A hard copy in ASCII code provided on a diskette.

Both features together provide
- provision of a document;
- control of access to the document and its extraction, and
- rejection of the optical character recognition system.

 These opportunities can be expanded by providing keywords for searching documents related to the customer’s business. A keyword selection method similar to the method described in US Pat. No. 5,109,439 may be used for these purposes. A menu system may be used as an alternative or parallel technique. In such a system, the document to be sent is displayed on the screen and a drop-down menu appears that allows the user to select the units to be stored. In addition, the user can select keywords and store them in the memory by, for example, highlighting them on the screen. As a separately used system replacing the optical character recognition system, the service center can write data to a diskette or transfer them in the form of codes.

 If such a system is created, then it can be used by the customer for notes. Notes are not transmitted through the system, but can simply be entered in the same way, stored in the form of codes, and then retrieved in the same way as correspondence. And again, as a separately used system replacing the optical character recognition system, a document control system can be used.

 The following describes a method for increasing the transmission rate of unique data using the self-learning mode.

 The sender, in the memory of the machine of which all letters, notes, etc., are stored, can, during the process of creating a document using the menu, immediately or sometimes or at certain intervals, perform a comparative check of any of the transmitted unique (variable) sentences sent in the past. The sender may, for example, have several identical offers that have arrived at the service center with an automatic access code that can be used in the subsequent compilation process. This code is identical to the code correlated with the selected sentences of its file. Of course, while searching for identical offers, the system can also accept similar offers (with one or several words that need to be deleted, replaced, or added) to be stored in the memory of the service center for the sender. The system may be instructed to automatically process this part and / or human intervention may be allowed to carry out the verification, and in addition, memorization of unwanted sentences may be prevented.

 The application of this approach allows the system to work in a self-learning mode, which allows each time to transfer less data, reducing their volume to an absolute minimum. Of course, this approach can be used between two users with an autonomous system.

 The preceding sequence of events is based on the assumption that data from a computer is sent to a fairly large number of recipients, i.e. more than two or three, but it is also possible to use the system to improve the transmission of data that is sent to one person, probably with copies sent to two or three other people. An example is a legal document that is usually sent to a lawsuit. For documents of this type, standard paragraphs and sentences are stored in the memory area allocated to the client along with a fundamental document of the type of the main form for the compiler, into which the corresponding paragraphs can be inserted. For preparation, it is desirable that the client can have access to the elements of the memorized document so that paragraphs and sentences stored in memory can be viewed and selected by him. In another embodiment of the system, the material can also be stored in the client’s computer memory for viewing and identifying the elements used, which allows the client to compose a code string for transmission to the service center.

 It is desirable that each such document has a signature block that can be entered into the document using numerical signatures, such as those designed to transfer documents in other ways using electronic means. A facsimile signature may also be printed on the document.

 In the above example, the client’s request for the formation and transmission of the document was sent by some electronic means to the service center. While this is the fastest delivery method, the request can also be sent to the service center by fax. For this, the service center needs a device for receiving and composing fax messages, as well as a fax channel and an electronic reader or scanner so that the access to the storage device and the compilation code discussed above can be converted into the electronic form that is necessary for the computer. In another case, the system may remain unchanged. If the received fax message can be recognized by the computer, some of the above devices may not be needed.

 In particular, in order to avoid repetitions in the transmission of information, the system can effectively receive, supplement and relay fax messages. For example, consider sending a fax from Frankfurt (Germany) to Los Alamos (California, USA). A client using the system of the present invention, together with the contents of the message, sends to the service center a call to the storage device and a compilation code identifying the recipient and the nature of the document being drawn up (i.e., a fax message). At the service center closest to the recipient, the message content is combined with an identifiable format, sent to the appropriate address and relayed. The recipient receives the entire message, including the header, but the only part sent at a distance, for example, by e-mail, is the message content and a relatively short access to the storage device and the compilation code. Thus, costs are significantly reduced and time is saved. It should also be noted that most of the letters sent take up one page, and fax messages are usually sent with a cover letter or there is a message in the cover letter.

 This is illustrated in FIG. 4, which shows a typical fax message. Those parts 36 of this fax message that are unique are circled by a dot-and-dash line. The remainder is standard, repeatable material that can be stored in the service center, including the address and fax number of the recipient, combined with unique sections received from the client and then sent to the recipient. The time spent on combining the unique sections of the message with the sections stored in the memory is very small, so the total time required to transmit the message is almost the same as the time that would have been spent if there had not been this system, however distance only the message section and a short phrase from the codes are transmitted. Therefore, the cost is sharply reduced and the transmission line is free for use by other subscribers of the communication system. You should be aware that when this process increases thousands of times, then this savings over the network will be very tangible. A great advantage is the ability to send a message, for example, by e-mail with the possibility of replacing it, for example, by fax or other means in the service center, where the means for the addressee are replaced, i.e. a search is underway for the cheapest means of transmission from the sender to the service center with a possible replacement with another means from the service center to the addressee. The presence of characters, special characters and numbers stored in graphical form, as well as other necessary graphic objects stored in the service center, allows the transmission of e-mail contents of facsimile messages that are compiled in the service center.

 From the examples and descriptions given above, it becomes clear that the greatest savings can be obtained from using this system in European countries or Canada, where mail systems are relatively expensive or prone to accidental interruptions. Suppose, for example, that a client wants to send the same letters to correspondents in several European countries. The service center for sending these letters can be selected center, which is physically located, for example, in Copenhagen (Denmark). When the code string is generated and transmitted to this service center, letters are generated and sent in the appropriate languages to various countries that, with the development of the European Community (EU), can have a single mail system, the same as in the USA. This allows you to send letters from EU countries, taking advantage of preferential rates for local delivery. Of course, you can also use numerous service centers located in different places in the EU, if the transmission time is critical.

 Service centers can also be used to disseminate information. Suppose, for example, that a manufacturer wants to make available to interested partners numerous, detailed information about their products. It is expensive and wasteful to copy multiple times a document describing the product, knowing that many copies and probably most of them will be thrown away by those who have no serious interest. However, it’s very simple to store information electronically in the service center or in all service centers and then publish a note in a relatively short magazine advertisement stating that such information is available “in the service center nearest to you”, after which the interested client contacts this the center requests information using the identification code published in the journal, and the service center either prints this information or writes it on a CD and delivers it to the customer in the same way as and any other document. This service, depending on the nature of the information, can be paid by either the company or the customer.

 In the same way, the system can be used by public services. Consider, for example, a government agency, such as the United States Internal Revenue Service or the Patent and Trademark Office, which have forms and newsletters for distribution to interested members of the public. The storage of such forms in service centers ensures their availability to the public with little or no involvement of people and will allow a person to search and receive samples in more convenient places for him than today, due to economic reasons.

 In FIG. 5 more fully shows a service center that is equipped with data transmission equipment, such as, for example, modems 25a-n (one or more) for receiving and sending e-mail messages and data files by direct transmission, as well as fax machines 26 for sending and Receive faxes using electronic means and hard copies. The modems are connected to the control computers 14a-14n, each of which, according to the preferred embodiment of the invention, supports two-way communication with each other and with the memory 18. There is also a rewritable ROM on CDs 28 for creating and distributing a relatively large volume of documents, as well as storage of some materials.

 In this regard, service centers can also be used as a kind of substitute for publishers. Since it is very easy to store large amounts of data in such an organization, someone can store all the books there and make these books available to customers, either in print or on limited edition CDs. After paying the required fee, the customer can order a separate book, which the service center prints on request. This eliminates the need to contain an assortment of printed texts that are unknown whether or not to be sold. You can also provide access to view parts of books stored in this way so that a potential buyer can scroll through the book to understand whether he needs it or not. They can be stored on CD-ROMs or other storage devices, providing, preferably, a high recording density. A publishing substitution approach can also be used by local bookstores that universally reduce costs associated with, for example, transportation and storage.

The following are the types of documents that can be handled favorably by a system of this kind:
billing;
repeated billing;
ads;
invitations
a reminder of the completion date, deadlines, extension of deadlines;
cost calculation, price structure;
praise, thanks;
reminder;
press release.

 However, there are a huge number of types of documents that can be successfully processed by the system of the present invention. In another approach, remote access and step-by-step control of graphic works and graphic editions is provided, either through access and compilation codes to programs stored in memory, or using compressed codes for remote work with graphics. The basis for this approach could be stored images of pixels of various sizes and shades, which could be worked with and could be controlled using compressed code to multiply them and transform them into any desired shape, direction or structure in the form, for example, vectors, circles, squares, etc., and for creating technical drawings or making changes to these drawings, erasing or inserts in these drawings. In this last example, a valve, for example, could be represented by extracting it from memory and inserting it into a drawing, while the image of the valve would be remote. Control could also include explosive expansion of the drawing (s) or its (their) part. Storage of such graphics could be carried out on microcarriers. Further control could, for example, ensure the location of image elements within a given area, as well as move graphic elements in the desired direction, superimposing them and / or creating structural models.

 The program stored in the service center, which allows you to display, for example, lines or cells for various forms, is very important. Such programs are accessed by accessing the storage device and compilation code. On the other hand, additions or changes to remote graphic materials stored in the center can be carried out using compressed codes of 3 bytes in size, which make it possible to create, for example, 16777216 simple instructions, some of which are used in various individual manipulations.

 With a general look at the system of the present invention, we can conclude that the main thing in it is that the client can store a lot of phrases, sentences and models, including logos, in the memory of the service center, using any convenient means to transmit a short code identifying the format of the final document together with the unique part of the message type, after which the service center draws up the required document / letter and phrases, sentences, etc. and sends the resultant document to any appropriate recipient by any means of transmission available and suitable for this. In addition, to save money and increase processing speed, the system allows the organization using this system to delegate to the service center a certain amount of work, usually performed by the organization’s employees, which reduces time and costs. It should also be noted that the system allows the client to selectively erase information.

 In FIG. 6 and 7 show a diagram of a possible dispersal of service centers. Of course, the number of service centers can be much larger than that depicted for a public system, but it can be even smaller for a system designed to provide communication within a large corporation, although it is not clear why the corporate system cannot connect to a large one.

 As seen in FIG. 6, service centers can be located throughout the United States. The absence of such points in the drawing in the central part of the country is explained by the desire to simplify the illustration and should not be interpreted as an assumption that such centers are not located here. Near each service center are customers and recipients, who, according to a preferred embodiment of the invention, will be served by the nearest center. Two-way communication is established between the centers and clients.

 In FIG. 7 shows in a simplified form the location of such centers around the world, with only a few points selected for illustration. As you can understand, high-level communication with countries where there is no communication infrastructure at all is provided by satellite communication, and the placement of service centers makes it easy to connect these countries to full-fledged communication with more developed countries of the world.

 For clients for whom secrecy is very important, certain steps can be taken to convince them that the content of documents sent through the system is reliably protected. One such step is the use of cryptography techniques for all electronic messages between service centers and customers, including electronic messages to recipients.

 It remains possible that an employee of this service center can view the document if it is sent to the recipient as a printed copy, since this copy must be taken from the printer and placed in an envelope or something else for delivery. The operations of printing on a printer and packaging in an envelope can be fully automated using well-known techniques. To convince the client of the reliability of protection, it is possible to equip the place between the printing and packaging section in an envelope with cameras aimed at the route of the secret document. A video image of the location of the document can be recorded during this process with date and time (hours, minutes and seconds), which can also be printed on the document simultaneously with the date and time of sending in the case of different time zones, and an identification marker of the document showing that no one could view this document. Of course, the camera should be aimed so that it is impossible to read the document with its help.

 To illustrate the invention, several preferred options were selected, however, experts understand that various modifications are possible, which, however, should not be taken as deviations, which is clear from the attached claims.

Claims (23)

1. A method of generating and disseminating information, including the following steps: create a number of service centers in various geographical areas with the installation in each service center of a control computer with a functionally divisible machine memory of customers and means for receiving output from the memory, equip each service center with communication facilities to provide communications between the service center and customers, form and store an output document of a certain format and content in response to a client’s request, this data is wounded by the client’s memory, scanned texts of output documents and stored in the client’s memory phrases and sentences that are used more often than others, and when the user types in a sentence or phrase that the control computer recognizes as one of the frequently used phrases stored in the client’s memory, they transmit the code identifying this phrase, add the phrase identified by the code to the data of the generated document, transmit the output document to one or more recipients. 2. The method according to claim 1, characterized in that transmit a portion of the client’s memory to each of the clients. 3. The method according to claim 1, characterized in that they provide electronic connection of service centers with each other to provide two-way communication between all communication centers. 4. The method according to claim 1, characterized in that they comprise an appeal to machine memory and a compilation code with a recognizable format for transferring a document requirement by a client to a service center, while for the purpose of identifying a client, the control computer recognizes the code, document format, and selected places of content document, including unique data, while the control computer selects one or more document elements from the memory area assigned to the client and collects elements together to form the requested document nta. 5. The method according to claim 1, characterized in that the output document is transmitted to the recipient using electronic communications. 6. The method according to claim 1, characterized in that they transmit a printed copy of the output document to the recipient using electronic communications. 7. The method according to claim 1, characterized in that they transmit the output document to the recipient using facsimile communications. 8. The method according to claim 1, characterized in that the means of receiving and sending facsimile messages are installed in the service center. 9. The method according to claim 1, characterized in that the printing center and mail equipment are installed in the service center. 10. The method according to claim 1, characterized in that the step of forming the document includes adding data to the generated document with setting the true date of transmission of the document by the client. 11. The method according to claim 1, characterized in that the generated document is selected according to a code identifying this phrase by electronic means. 12. The method according to claim 11, characterized in that they also create and store an electronic copy of each transmitted document and identification information for the client. 13. The method according to claim 1, characterized in that they also translate the requested document into the selected language other than the language of the true requirement, and transmitting the document in the selected language. 14. The method according to claim 1, characterized in that they also store for the customer in the service center copies of each output document in electronic, machine-readable form and providing individual recipients with output documents in electronic, machine-readable form, regardless of the form in which this output document was originally sent to this recipient. 15. The method according to claim 1, characterized in that the requirement received from the client can be received by any type of communication, including facsimile and electronic, while the step of transmitting the output document to a specific recipient involves transmitting by the type of communication selected from the conditions most effective. 16. The method according to claim 1, characterized in that they transmit the common area of the client’s memory to all clients, while the common area becomes available to all clients, and storing phrases and sentences in this common area for use by all clients. 17. The method according to claim 1, characterized in that the client’s memory includes stored graphic elements and the step of generating an output document includes composing a document from graphic elements stored in a service center. 18. The method according to claim 1, characterized in that the client’s memory includes stored graphic elements and the step of generating an output document includes transmitting a code from the client to the service center to select stored elements and manipulate them to create and modify graphic images in the service center. 19. A method of monitoring and tracking the distribution of documents, in which a service center equipped with communication facilities is created to provide communication between this service center and customers, and between this service center and recipients of output documents generated for customers, copies are kept for the client in the service center each output document in electronic, machine-readable form, view the texts of the output documents and store in the memory for the client the phrases and sentences most often used by this client ntom, and when a user types in a sentence or phrase that the computer recognizes as one of those most often used from those stored in memory, they transmit a code identifying the sentence or phrase data, add the sentence or phrase identified by the code to the data of the generated document and transmit the output A document to one or more recipients. 20. A device for generating and disseminating information, which includes service centers in various geographical areas, each of which includes a control computer, functionally divisible client computer memory, data representing parts of documents that are used repeatedly in generated documents are stored in the client’s memory , means for compiling an output document from data stored in said memory, communication means for communicating between said center and clients and between said service center and recipients, said control computer, which, in response to a client’s request, generates and stores an output document of a selected format and content using said stored data and unique data provided by said client, transmits an output document to one or more specific recipients, and implements viewing texts of output documents and storing in memory for the client phrases and sentences that are used more often than others by this client, and when typing By the user, sentences or phrases that the control computer recognizes as being used more often than others stored in memory, transmits a code identifying the sentence or phrase, which reduces the amount of data transmitted by adding the sentence or phrase identified by the code to the data of the generated document. 21. The device according to claim 20, characterized in that said service center in terms of geography is much closer to said recipient than to said client. 22. The device according to claim 20, characterized in that it also includes means located in the said service center for storing documents intended for sale, and means for printing and issuing the said documents for a fee. 23. The device according to claim 20, characterized in that it includes means of speech input for generating text.

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