TW514795B - Remote document control system for controlling remote document delivery - Google Patents

Abstract

The invention provides a remote document control system and forwarding method for controlling remote document delivery. The remote document control system comprises a central document processing system and a remote document processor capable of connecting with the central document processing system through internet. Before a user transmits a document to a third party, the user can go through the remote document processor to input data of the document's abstract, classification and name of the third party to the central document processing system to get a document number, after the user transmits the document, it can go through the remote document processor to input the document number and transmitted data of the document to the central document processing system for tracking.

Description

514795 V. Description of the invention (1) Field of the invention: The present invention provides a remote file control system and related methods, especially a remote file control system that uses a central file processing system to control the transfer of remote file transfers. Background note: Due to the booming economy today, large companies will set up branches in various places to serve local customers and consolidate the scope of local businesses when they expand their corporate footprint. Especially now that global markets are becoming increasingly open, multinational companies are everywhere, and the establishment of branches across the ocean is an indispensable step towards global operations. In order to maintain the above-mentioned internal operations of the company distributed over a large geographical area and provide uniform and good services to customers everywhere, its company has a headquarters inside to maintain the company's unified operations and operations. When the branch offices under the company need to exchange documents with local customers to provide services, the company's headquarters must also be able to control the content and delivery process of the documents in order to grasp the quality of customer service and ensure the company's permanent Continue operations. 'Please refer to Figure 1. Figure 1 is a schematic diagram of a conventional document control method. In order to achieve the purpose of transferring the above-mentioned controlled documents, a company

Page 4 514795 V. Description of the invention (2)

The document control center 14 is used to control the sending and receiving of all documents of the company 10. Under the conventional document control method, when users 1 2 in company 10 (for example, branches under company 10), they need to send documents to third parties outside the company (for example, company 10's Customer), the user 12 must first transfer the document to the document control center 1 4 (that is, follow the submission direction 18), and the document control center 14 registers the relevant information of the file, and then the document control center is unified. 1 4 Send the file (in the direction of submission 20) to a third party 16. Finally, after the third party 16 confirms that the document has been received, it will confirm to the document control center 14 through the signing process (ie, the submission direction 2 2), and the document control center will register the information received by the document to complete. This file passes all processes.

The biggest disadvantage of the above-mentioned conventional document control method is that it is protracted and time-consuming, which often delays business opportunities. Especially for a multinational company, if its overseas branch wants to transfer documents to local customers, it must first transfer the document back to the company's document control center, and then the document control center will transmit the document to the customer (must go through the long-distance process again) Delivery), the delivery process is quite time-consuming, and the overseas branch company issuing the document itself cannot grasp the timetable of the document delivery (because the timetable is controlled by the document control center), which will jeopardize the relationship between the branch office and local customers. If a branch company wants to fight for the timeliness of document delivery and bypasses the control of the document control center, and delivers the document directly to the local customer, the company will not be able to grasp the quality of customer service provided by each branch company, which will affect the overall operation of the company.

Page 5 514795 V. Description of the invention (3) Summary of the invention: Therefore, the main purpose of the present invention is to provide a remote file control system and its delivery method to solve the above problems. Detailed description of the invention:

See Figure 2. Figure 2 is a block diagram of the document control system of the present invention applied to the document control of the company 100. The invention provides a remote file control system for controlling remote file transfer and a transfer method thereof. The remote file control system includes a central file processing system 140, which sends files to a third-party user 1 1 6 and connects to the remote file processor 1 3 0 via a communication channel 7 0 Central file processing system 14 0. The user 112 may be a branch company or a document issuing unit of the subsidiary, and the third party is a client of the receiving end; the remote file processor 130 may be a computer system or a terminal set in the branch. The central file processing system 140 can be composed of a central computer system, and the communication path 7 between the central file processing system 140 and the remote file processing system 130 can be the Internet. Please note that in order to facilitate the explanation of the spirit of the present invention, only one user 1 12 and one remote file processor 1 30 are shown in FIG. 1, but the spirit of the present invention can be generally applied to multiple remote ends. Document processor and multiple users. In order to achieve the purpose of transmitting the control document of the present invention,

Page 6 514795 V. Description of the invention (4) The central file processing system 1 4 0 includes an authorization control subsystem 1 50, and there is a third party database 1 5 1 and a user database 1 5 3 , Respectively storing a plurality of user data 1 5 2 and a plurality of third party data 1 5 4. In addition, there is another document database 180 under the central document processing system 140 for storing a plurality of document tracking data 182. In order to manage each file in a unified manner, the company must have a unified file category classification standard, classify the files to be transferred and specify the file category of each file. See Figure 2. FIG. 2 is a schematic diagram of the contents of the second data 152 stored in the data database 151 of the younger brother. The third party database 1 51 stores a plurality of third party data 1 5 2, and each data is set for a specific third party. As mentioned earlier, the so-called third party here can be a client, or even a different unit of the client; and the field 1 15 2 A in the third party information 15 2 records the third party name. The type of documents that the third party can receive is described in column 15 2 B. Certain types of documents may not be suitable for transmission to the third party, and the document types of these documents will not be recorded in stop 1 5 2B. And some third parties may be close partners of the company 100 and can share some more confidential documents, these document categories will be specifically recorded in column 15 2B. See Figure 4. FIG. 4 is a diagram showing the contents of the user data 154 stored in the user data base 153. There are multiple user data 1 5 4 in the user database, and each user data is set for a specific user. As mentioned earlier, the user is the company's internal publishing unit.

514795 V. Description of the invention (5) It can be a branch company under the company 100, or a different unit under the company 100. The user's name is contained in the stop 154A. The category of the user-deliverable document is listed in Block 1548. The object to which the user can transfer documents is recorded in field 154C. The nature of some documents is more sensitive, and f must have a higher level: users can only be authorized to transmit, and the file types of these documents will be recorded in the field 152 of the user information 154 of the higher-level user. In terms of value / ground, some users have a lower rank and cannot pass certain documents. The user's field U4B will not have the document type of these documents. In the same way, depending on the situation of each user, the "(: third party) who can deliver documents is different.-The right of a particular user to be able to pass a document; it is the user who is authorized to pass the document. The name of the third party is contained in the 15W block of the user user data 1 54. Of course, the stand 154C can also be a kind of tree-like data and structure; P especially two H f: under the user Different delivery objects have different authorizations for the documents. Please refer to Figure 5. Figure 5 is a schematic diagram of the contents of the document tracking data 1 8 2 stored in the document database 1 8 in the present invention. Document database 1 There are multiple document tracking data stored in 80 0 1 8 2 'Each document tracking data 1 8 2 is set for a document to be transmitted. The document tracking data 1 8 2 includes a plurality of stops 1 8 2 A Until 1 8 2 F, the user name, document type, abstract, third party name, document number, and document receipt information are stored. The meaning of each field will be explained one by one in the following description.

514795 V. Description of the invention (6) The process of the official remote file transfer of the present invention can be described as follows. When the user 1 1 2 wants to transfer a document to a third party 1 6, the user n 2 must first log in to the central document processing system 1 4 0 through the remote file processor 1 3 0 through communication channel 7 and Enter the (electronic form) summary of the document, the document type of the document, and the name of the second party 116 into the central document processing system 140. When the user 11 2 logs in to the central document processing system 140, the central document processing system 140 can obtain the user name of the user} 12. When: When the user 11 2 logs in to the central document processing system 14 0, password authentication and other methods can also be used to ensure that the user u 2 is not a trespasser of the system; and such technology for verifying the identity of the login user is not the focus of the present invention. Will not repeat them here. Using the remote user name, the entered third-party name, and the file type of the file, the authorization control subsystem 1 50 in the central file processing system 140 can compare to the internal third-party database 1 5丨 and the user database 1 5 3 to check whether the user 1 1 2 can pass the file of the file type and whether the third party 1 1 6 can receive the file of the file type. If the inspection result passes 'user 1 丨 2 can pass the document of this file type to the second party 1 1 6', then the central document processing system 1 40 will place the document to be transferred in the document database 1 8 Create a new document tracking data 182 'and fill in the document tracking data 1 8 2 in the order of the name of the user 11 2, the document type, summary of the document, and the name of the third party 1 16 in order. Fields 1 8 2 A to 1 8 2 D. At the same time, the central document processing system 140 will assign a specific and unique document number to the document, and this document number will also be stored in the block 1 8 2 E in the document tracking data 1 2 2 (Please note the field

Page 9 514795 V. Description of the invention (7) 1 8 2 The content of F has not been filled in at this time). In addition, the central document processing system 140 will generate a (electronic format) document receipt for the document, which records relevant information about the document (such as the date of the document, document type, document number, etc.). Via communication channel 70, the central file processing system 140 sends an authorization notice to the user 1 12 at the remote file processor 130, and authorizes the user 11 2 to transfer the file and also the file of the file The number and document receipt are single and sent to the user 1 1 2.

User 1 12 using remote file processor 1 3 0, after receiving the authorization notice, file number, and document signing receipt returned by the central file processing system 1 40, they can directly follow the submission direction 3 4) The document and the document receipt are transmitted to the third party receiving the document 1 1 6. After the third party receives the document 1 1 6, they must make a note on the document receipt to confirm that the document has been received, and return the document receipt (in the direction of submission 36) to the user who issued the document. 1 1 2. After receiving the document signing receipt, the user 1 12 must return the document number, transfer information, and document signing status of the document to the central document processing system 140 through the remote document processor 130. According to the document number returned by the user 1 12, the central document processing system will find the document tracking data 1 8 2 of the document in the document database 1 80 and transmit the information and documents returned by the user. The status of the receipt is recorded in the field 18 2 F in the document tracking data 1 8 2 to complete the entire process of controlling the delivery of the document. The above-mentioned delivery information can include the date and time of file delivery, the method of file delivery (such as courier, fax, or email), etc .; the signing of the file can include the signing certification, the signing unit, and the signing Date, etc.

Page 10 514795 V. Description of Invention (8) and other information. Once the central document processing system 140 of the present invention completes the above-mentioned control process for a document transfer process, it is easy to track all the documents transferred by the company 100. For example, if you want to track the delivery time and method of a file, as long as you know the file number of the file, you can find the file tracking data of the file 1 8 2 from the file database 1 80, and Block 1 8 2 F found the document's delivery and receipt. If you want to know all the documents sent by a user (or branch) to a third party (customer) in the company 100, you can also check the document database with the names of the user and the third party. All documents in 1 0 0 are tracked in fields 18 2 A and 18 2 D to track all documents passed by the user to the third party. Please note that all control processes performed by the remote file processor and the central file processing system of the remote file control system of the present invention can be implemented in a computerized system in an automated and efficient manner, without the need for artificial control by human hands; Human error can also save time. The remote file control system of the present invention can not only effectively control the transfer of electronic form documents, but also the delivery of physical documents (such as important paper documents or even prototypes and samples of products) can also be managed by the remote file control system of the present invention. If the document to be transmitted is an electronic document, when the user requests the central document processing system to transfer the authorization and document number, the electronic document is returned to the central document processing system, and the central document processing system Store the electronic document in the field of the document tracking information 1 2 of the document

Page 11 514795 V. Description of Invention (9) 182C. On the other hand, if the document to be transmitted is a physical document, the user can return the abstract (or specifications, nature, etc.) of the physical document to the central document processing system in electronic form and record it in the document. Tracking information in the body file 1 2 2 Stop 1 8 2 C. It is set to be a reason, and the return of the response text of the response text will increase the increase of the incremental transmission range, and it will be clear that the company is not issued, and the other party is far away from the household. The management of Yuan Yuan and the delivery of the transmission of the essay and the transfer of elevation to improve the ability of both the unified system and the management of the text of the civilized documents waiting to be sent. On

For example, if the meeting place sent by the householder is improper, the pass-through piece will be used by Wenle to make use of the private messenger and use the private justice. The public side is in charge of the control system. The third is to know that the C text must be clear and unpublished. The solution is to limit the right to release and time-consuming documents. When Xi Xi is in charge of comparing the department-made pipe fittings, he can save the quality and quality of the envoy, but if the quality is not good, deliver the letter to the customer. All the documents under the official document have to analyze the company's first cents as fast as possible to ensure fast legal ability. Also, Xi Jianzhuan Mingfa's corporate and industrial enterprises have an international foothold. On the. Can strive to compete is to increase the performance of the company ^ _ Please refer to the application of Minglifa's book, according to the original version of the book, should be applied to the case 'The repair of the decoration and the changes of Minghuafa are only Said to do all the perimeter. Covered by range Lee Fan

Page 12 514795 Brief description of the drawings Brief description of the drawings: Figure 1 is a schematic diagram of the conventional file control method. FIG. 2 is a block diagram of a remote file control system according to the present invention. Figure 3 is a schematic diagram of the content of the third party in Figure 2. Figure 4 is a schematic diagram of the user data content in Figure 2. Figure 5 is the intent of pursuing the contents of the documents in Figure 2. Symbols of the drawings: 34, 36 Submission direction 100 Company 112 User 116 First party 130 Remote document processing 140 Central document processing system 150 Authorization control subsystem 151 Second party database 152 Second party database 153 User database 154 User Information 180 Document Database 182 Document Tracking Information 152A, 152E ί > 154Α, 154Β, 154C 182Α, • 182Β

1 8 2 C, 1 8 2 D, 1 8 2 E, 1 8 2 F

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Claims (1)

514795 VI. Scope of Patent Application 1. A remote document control system, which includes: a central document processing system for controlling the transfer of information from remote documents; and a remote document processor, which can pass through an Internet Communicate with the central document processing system; wherein when a user passes a document to a third party, the user can pass the remote document processor to the document's summary, category, and the name of the third party The data is input into the central document processing system and a document number is obtained. After transmitting the document, the user can enter the document number and the transmission information of the document into the central document processing system through the remote document processor for tracking management. 2. If the remote file control system of the first patent application scope, wherein the central file processing system is provided with-authorization control subsystem, which stores the types of documents authorized to be transmitted by the user and the third party can receive Document type, used to control the document types and objects that the user can pass. If the user enters the document type and third party name of the central document processing system to be transmitted through the remote document processor, the authorization control sub-item System regulations require that the central document processing system authorize the user to transfer documents. 3. For the remote document control system under the scope of patent application, the central document processing system will also generate a document receipt when generating the document number, which lists the information related to the document, and the use of Yu Yu Wan Page 14 514795 VI. Scope of patent application When the document is transmitted, the relevant information of the document receipt form signed by the third party must be entered into the central document processing system for tracking management. 4. A method for controlling remote file transfer via a remote file control system. The remote file control system includes a central file processing system for controlling remote file transfer information and a remote file processor. It can communicate with the central document processing system via an Internet; the method includes: Before a user passes a document to a third party, the user can input the document's summary, category, and third party name information through the remote document processor to the central document processing system and obtain a document. Serial number; and after the document is transmitted, the user can input the document number and transmission information of the document into the central document processing system through the remote document processor for tracking management. 5. If the method of the scope of patent application is applied for, the central document processing system is provided with an authorization control subsystem, which stores the types of documents authorized to be transmitted by the user and the types of documents that the third party can receive for controlling. The type and object of the document that the user can pass. When the user enters the document's summary, category, and third-party name information into the central document processing system, the method further includes: using the authorization control sub-element. The system checks whether the type of document that the user wants to pass and the type of document that the third party can accept meet the requirements of the authorization control subsystem. Page 15 514795 VI. Patent scope control requirements; and if the requirements are met, the central document processing system will send an authorization message to the remote document processor to notify the user to perform the document transfer. 6. For the method of applying for the scope of patent No. 5, wherein the central document processing system generates a document signing form at the same time when generating the document number, which lists information related to the document, and the user completes the document. When the document is delivered, the relevant information of the document receipt form signed by the third party needs to be entered into the central document processing system for tracking management. Page 16