TWM680168U - Document sending and receiving management system - Google Patents

Abstract

A document sending and receiving management system is installed in a bank mainframe server, including an input module, an identification module, and a sending and receiving management module. The input module receives document information generated from a paper document scanned by a scanner. The identification module uses optical characters to identify the text content of the document information and generates an electronic document file based on the text content; and identifies a responsible person's information based on a keyword in the electronic document file. The sending and receiving management module generates a document dispatch process for the electronic document file based on the responsible person's information, and transmits the electronic document file to the corresponding processing device or the responsible person's device according to the document dispatch process.

Description

Document Sending and Receiving Management System

A document sending and receiving management system, particularly a document sending and receiving management system that uses optical character recognition to convert paper documents into electronic files.

In the daily operations of financial institutions, the receipt, dispatch, and registration of documents play a crucial role. Traditional document management still relies heavily on paper processing. From receiving documents, registering them, scanning and uploading them, assigning them to workflows, to final archiving, the entire process depends on manual operation. This method not only consumes a significant amount of manpower but is also prone to errors, omissions, or document loss, which can affect the accuracy and efficiency of business processes.

Because document processing involves multiple departments and levels, its flow is cumbersome and difficult to track in real time. In the traditional model, the issuer must first manually enter the document, then submit the paper copy to the relevant unit for verification and approval, and finally, the person in charge confirms it before delivering it to the responsible unit or for archiving. This method not only results in a lengthy process but also increases the risk of errors during the approval process due to the lack of a standardized management mechanism. Furthermore, as the number of documents increases, the management and retrieval of paper documents become more difficult, and long-term storage and maintenance require additional human and space resources.

Therefore, how to develop a document sending and receiving management system that can solve the above problems has become a problem to be solved in the relevant technical field.

To solve the above problems, according to one embodiment, the present invention provides a document sending and receiving management system, which is installed in a bank mainframe server and includes multiple hardware modules composed of multiple electrically connected hardware circuits. The multiple hardware modules include an input module, an identification module and a sending and receiving management module.

The input module is communicatively connected to a scanner to receive document information generated from scanning a paper document. The recognition module is also communicatively connected to the input module. After receiving the document information, the recognition module uses optical characters to recognize a textual content within the document information and generates an electronic document file based on that textual content. Furthermore, the recognition module identifies a contact person's information based on a keyword in the electronic document file. The aforementioned sending and receiving management module is communicatively connected to the aforementioned identification module, multiple processing devices, and multiple executor devices to receive the aforementioned electronic document and the aforementioned executor information. Based on the aforementioned executor information, the aforementioned sending and receiving management module generates a document distribution process for the aforementioned electronic document and transmits the aforementioned electronic document to the corresponding processing device or the aforementioned executor device according to the aforementioned document distribution process.

According to this embodiment, preferably, the above-mentioned receiving and sending management module also includes a process rule setting unit, which is communicatively connected to a management device for the management device to set a process rule.

According to this embodiment, preferably, the above-mentioned sending and receiving management module further includes a process rule storage unit, which is communicatively connected to the above-mentioned process rule setting unit, for storing at least one document dispatch process rule, wherein the above-mentioned document dispatch process rule defines a correspondence between a dispatch condition and the above-mentioned executor information.

According to this implementation, preferably, the above keywords include business type, unit/department, or employee name.

According to this embodiment, preferably, the aforementioned document sending and receiving management system further includes a process tracking module, which is communicatively connected to the aforementioned multiple processing devices and the aforementioned sending and receiving management module, so that the aforementioned multiple processing devices can track the transmission process and processing progress of the aforementioned electronic document.

According to this embodiment, preferably, the above-mentioned document sending and receiving management system further includes a document database, which is communicatively connected to the above-mentioned identification module, for storing the above-mentioned document electronic files and the above-mentioned document information.

The claimed benefits of this invention include: (1) Connecting to a scanning machine to automatically upload scanned electronic files, thereby reducing manual operation and improving the work efficiency of receiving and dispatching personnel. (2) Automatically recognizing document content through optical character recognition technology, thereby reducing the need for manual data input and thus reducing the incidence of human error.

To more specifically illustrate the various embodiments of this invention, the following description is provided in conjunction with the accompanying drawings. It should be understood that when an element is referred to as "connected" or "disposed" on another element, it may indicate that the element is directly located on the other element, or that an intermediate element may also exist to connect the element to the other element. Conversely, when an element is referred to as "directly on another element" or "directly connected to another element," it is understood that this explicitly defines the absence of an intermediate element.

Please refer to Figure 1. According to one embodiment, this invention provides a document sending and receiving management system, which is particularly connected to a scanning machine. The system extracts text from the electronic image of the document through optical character recognition to create an electronic document file, and identifies the keywords of the document to determine the responsible person information to which the document should be assigned. Based on this, a complete electronic workflow path is generated, and the document delivery and reminder operations are further automatically completed.

The document sending and receiving management system 100 is installed in a bank mainframe server and includes multiple hardware modules composed of multiple electrically connected hardware circuits. The multiple hardware modules include an input module 110, an identification module 120, a sending and receiving management module 130, a process tracking module 140, and a document database 150.

The input module 110 is communicatively connected to a scanner 160, which can be any commercially available image scanning device, such as a flatbed scanner 160, a scanning module of a multifunction printer, or a document transfer device with image input functionality. The scanner 160 can scan paper-based documents and generate corresponding document information (i.e., image data or digital image files of the documents).

The recognition module 120 is communicatively connected to the input module 110 to receive the written information transmitted from the input module 110. Upon receiving the written information, the recognition module 120 uses Optical Character Recognition (OCR) technology to decode the text content within the written information. Through OCR processing, the recognition module 120 can convert text in image form into an electronic written document. The electronic written document must contain at least a completely translated text paragraph.

Furthermore, the recognition module 120 is also designed to have keyword recognition capabilities. This module 120 can execute text analysis and calculation programs to extract representative keywords from the document file. These keywords include business type (e.g., "account opening," "loan," "fixed deposit"), unit name (e.g., "personal banking department," "legal banking department"), or employee name. The recognition module 120 can identify the corresponding handler information by comparing the keywords with pre-deposited rules. The handler information may include the handler's name, title, employee number, or department information.

The sending and receiving management module 130 is communicatively connected to the identification module 120, a plurality of processing devices, and a plurality of executor devices 180 to coordinate the dispatch, transmission, and process monitoring of electronic documents. The main function of the sending and receiving management module 130 is to receive an electronic document and corresponding executor information output from the identification module 120, and automatically generate a document dispatch process according to a preset or dynamically set dispatch logic, thereby transmitting the electronic document to the corresponding processing device or executor device 180 to complete the document sending and receiving processing.

Furthermore, to provide flexibility and scalability in dispatch logic, the transceiver management module 130 also includes:

1. Process Rule Setting Unit 132: The process rule setting unit 132 is connected to an administrator device 190, providing an interface for administrators to set assignment rules. Administrators can customize document processing conditions (such as keywords, business types, document nature, department classification, etc.) and corresponding assignment nodes to build highly flexible and adaptable process rules.

2. Process Rule Storage Unit 134: The process rule storage unit 134 is communicatively connected to the process rule setting unit 132 to store at least one set of document dispatch process rules. Each process rule can define at least one correspondence between dispatch conditions and executor information, and includes attributes such as node order, exception handling path, and processing time limit, ensuring that the system can promptly call the most suitable rule to execute document dispatch operations under various conditions.

The process tracking module 140 is communicatively connected to the sending and receiving management module 130 and multiple processing devices, and is used to provide real-time tracking and recording of the dispatch process and processing progress of electronic documents.

The document database 150 is communicatively connected to the recognition module 120 to store and manage the document information obtained by the scanner 160 and the electronic document files generated after recognition, for the purpose of bank inquiry, retrieval, tracking, and record keeping. Through the setting of the document database 150, bank staff can quickly retrieve target documents based on conditions such as handler information, keywords, processing progress, or time intervals, improving document management efficiency and operational transparency.

Implementation Example 1: Document Receipt Process

1. The input module 110 is connected to the scanner 160 and receives the document information generated by the scanner 160 scanning the paper document.

2. The recognition module 120 receives the letter information from the input module 110. The recognition module 120 uses optical character recognition (OCR) technology to analyze at least one electronic file in the letter information to recognize the text content of the paper letter. The recognition module 120 generates an electronic letter file based on the recognized text content.

3. The identification module 120 identifies the applicant's information based on keywords in the electronic document. For example, the identification module 120 analyzes the electronic document and finds the keyword "loan".

4. The sending and receiving management module 130 receives the electronic document and the handler information from the identification module 120. Based on the handler information and referring to the process rules in the process rule storage unit 134, the sending and receiving management module 130 generates a document dispatch process for the electronic document. This document dispatch process defines a correspondence between a dispatch condition and the handler information. For example, the process rule might be: the loan document should be dispatched to customer service representative A for processing. Accordingly, the electronic document is transmitted to representative A's handler device 180.

5. Once Specialist A has finished processing the document, the document information and electronic document file are stored in Document Database 150.

Implementation Example 2: Document Issuance Process

1. The input module 110 is connected to the scanner 160 and receives the document information generated by the scanner 160 scanning the paper document.

2. The recognition module 120 receives the letter information from the input module 110. The recognition module 120 uses optical character recognition (OCR) technology to analyze at least one electronic file in the letter information to recognize the text content of the paper letter. The recognition module 120 generates an electronic letter file based on the recognized text content.

3. The identification module 120 identifies the responsible person's information based on keywords in the electronic document. For example, the identification module 120 analyzes the electronic document and finds keywords such as "signature" and "business department".

4. The receiving and dispatching management module 130 receives the electronic document and the person in charge information from the identification module 120. Based on the person in charge information and referring to the process rules in the process rule storage unit 134, the receiving and dispatching management module 130 generates a document dispatching process for the electronic document. This document dispatching process defines a correspondence between a dispatching condition and the person in charge information. For example, the process rule is: the submitted document should first be dispatched to the second handling device 172 (i.e., the business department handling device). After the second handling device 172 compares the electronic document with the paper document and finds them consistent, it is then transmitted to the person in charge device 180 for signature. Finally, the data is transmitted back to the first processing device 170 (i.e., the processing device of the department that issued the document).

In addition, when the second processing device 172 compares the electronic document with the paper document and finds that they are inconsistent, the second processing device 172 will transmit an abnormal message to the first processing device 170 and return both the paper document and the electronic document to that department.

5. According to the generated document dispatch process, the receiving and dispatching management module 130 first transmits the electronic document file to the second handling device 172. After the second handling device 172 compares the electronic document file with the paper document, it transmits it to the responsibilities device 180 for receipt.

6. After the person in charge signs for the document, the signed receipt is sent to the department that issued the document. At the same time, the receiving and dispatching management module 130 transmits the electronic document file back to the first handling device 170 according to the document dispatch process, so that the first handling device 170 changes the document dispatch process to "signed".

7. The document database stores the document information and the document's electronic file.

Please refer to Figure 2, which is a flowchart of a document sending and receiving management system 100 according to one embodiment of the present invention.

In step 200, input module 110 receives document information generated from a paper document scanned by scanner 160.

In step 201, the recognition module 120 uses optical characters to recognize the text content of the document information and generates a document file.

In step 202, the identification module 120 identifies a person in charge based on a keyword in the document.

In step 203, the receiving and sending management module 130 generates a document dispatch process for the electronic document based on the information of the person in charge.

In step 204, the receiving and sending management module 130 transmits the electronic document to the corresponding handling device or the person in charge device 180 according to the document distribution process.

In summary, this new technology enables the digitization and automated distribution of bank paper documents. By combining optical character recognition technology with process rule setting mechanisms, it effectively improves document circulation efficiency and management accuracy. Through keyword recognition and matching with responsible personnel information, coupled with customized process rules to generate a dynamic distribution process, it further simplifies manual operations and reduces the risk of omissions.

The embodiments in this specification are described in a progressive manner. Similar or identical parts between embodiments can be referred to each other. Each embodiment focuses on explaining its differences from the others. In particular, the system embodiments are relatively simple in description because they are fundamentally similar to the method embodiments; relevant parts can be found in the descriptions of the method embodiments.

The above-mentioned embodiments are merely illustrative examples and are not intended to limit the scope of this invention. Any equivalent modifications or alterations made to them shall not deviate from the spirit and scope of this invention and shall be included within the scope of this patent application.

100: Document Receiving and Sending Management System 110: Input Module 120: Identification Module 130: Receiving and Sending Management Module 132: Process Rule Setting Unit 134: Process Rule Storage Unit 140: Process Tracking Module 150: Document Database 160: Scanner 170: First Processing Device 172: Second Processing Device 180: Responsible Person Device 190: Management Personnel Device 200~204: Steps

To make the above-mentioned technologies and other objects, features, advantages and embodiments of the present invention more apparent and understandable, the accompanying drawings are described as follows: Figure 1 is a schematic diagram of the architecture of a document sending and receiving management system according to one embodiment of the present invention. Figure 2 is a schematic diagram of the flow chart of a document sending and receiving management system according to one embodiment of the present invention.

100: Document Sending and Receiving Management System

110: Input Module

120: Identification Module

130: Send and Receive Management Module

132: Process Rule Setting Unit

134: Process Rule Storage Unit

140: Process Tracking Module

150: Document Database

160: Scanner

170: First Operating Unit

172: Second Management Unit

180: Contractor Device

190: Management Device

Claims (6)

A document sending and receiving management system, installed within a bank mainframe server, includes a plurality of hardware modules composed of a plurality of electrically connected hardware circuits. These hardware modules include: an input module, communicatively connected to a scanner, for receiving document information generated from a paper document scanned by the scanner; an identification module, communicatively connected to the input module, which, upon receiving the document information, uses optical characters to identify text content within the document information and generates an electronic document file based on the text content; and the identification module identifies a responsible person's information based on a keyword in the electronic document file; and... A receiving and sending management module is communicatively connected to the identification module, a plurality of handling devices, and a plurality of executor devices to receive the electronic document and the executor information. Based on the executor information, the receiving and sending management module generates a document dispatch process for the electronic document and transmits the electronic document to the corresponding handling device or executor device according to the document dispatch process. The document sending and receiving management system as described in claim 1, wherein the sending and receiving management module further includes a process rule setting unit, which is communicatively connected to an administrator device for the administrator device to set a process rule. The document sending and receiving management system as described in claim 2, wherein the sending and receiving management module further includes a process rule storage unit, which is communicatively connected to the process rule setting unit, for storing at least one document dispatch process rule, the document dispatch process rule defining a correspondence between a dispatch condition and the executor information. The document sending and receiving management system as described in claim 1, wherein the keyword includes business type, unit/department, or employee name. The document sending and receiving management system as described in claim 1 further includes a process tracking module that communicatively connects the processing devices and the sending and receiving management module, so that the processing devices can track the transmission process and processing progress of the document electronic file. The document sending and receiving management system as described in claim 1 further includes a document database, communicatively connected to the identification module, for storing the document electronic file and the document information.