US2206206A - Recording and classifying information - Google Patents

Description

Patented July 2, 1940 UNITED STATES PATENT OFFICE RECORDING AND CLASSIFYING INFQRMATION 9 Claims.

This invention relates to a method of recording and classifying information for convenient reference by means of tabulating cards presenting punched records together with photographic reproductions of the physical exhibits to be classified, or incorporating the data to be recorded.

An important object of my invention is to provide a method for recording and classifying information which comprises photographing directly upon specially prepared tabulating cards pictures of the exhibits, such as papers, documents or' things to be recorded or classified, and perforating the cards in accordance with a predetermined scheme of classification so that the cards bearing the photographic reproductions of the exhibits may be rapidly sorted by mechanical means.

Another object of my invention is to provide a tabulating card adapted. for use in connection with the above method having a portion thereof coated with photographic emulsion for receiving a photographic impression, and another portion having indicia printed thereon in exact predetermined relation to the marginal edges of the card adapted to be perforated for the automaticl segregation of the cards in card handling machines. Preferably the tabulating cards are suitably treated to enable them to withstand the application of the warm photographic emulsion thereto without deforming and to render them impervious to the developing and fixing solutions to which they are subjected in printing the photographs thereon and which might cause warping or buckling and interfere with their passage through card handling machines.

The invention has as a further object to provide a method of recording and classifying the business papers of large commercial organizations, which papers may include invoices, vouchers, checks, journal entries, statements, letters, drawings and other material ordinarily cleared through or prepared by the accounting departments of such organizations, in order to preserve photographic copies of such papers in a manner such as to render them readily available for reference, or alternatively as a step in the production of a film record of said papers arranged in systematic sequential order.

More particularly the invention aims to provide a method of recording and classifying business papers which consists of first photographing the papers in unsystematic sequence upon a narrow gage film, known as micro film, exposing the sensitized portions of the tabulating cards to the developed iilm negative for individually printing thereon positive photographs from the negative pictures making up the lm record, punching the cards in accordance with the character of the information furnished by the photographic prints, separating from a cumulative group of 5 punched tabulating cards, either manually or -by passing them through card handling machines, the photographic records of those papers having common 'informational characteristics, arranging the thus sorted cards in systematic sequence and, l0 nally, producing a second photographic film record from the picture records presented by said sequentially arranged cards.

Other objects and advantages will be apparent from the following detailed description of a pre- 15 ferred mode of practicing the method of my invention and of preferred forms of tabulating cards adapted to be used in conjunction therewith, reference being had to the annexed drawing, in which: V

Figure l is a diagram illustrating one manner in which my method of recording and classifying information may be employed in connection with the accounting systems of commercial organizations;

Figure 2 illustrates a form of tabulating card adapted to be employed in connection with my method o'f recording and classifying information; and

Figure 3 illustrates another form of tabulating card which may be used in connection with my method.

In many large industrial and financial organi- Zations which handle a large Volume of credit transactions, it is the practice to maintain a lin record of the papers cleared through the accounting departments of such organizations, such as checks, notes, drafts, etc., as well as of the papers prepared in their bookkeeping departments; such as pages from the books of account of such organizations. In accordance with one such system of recording the papers to be recorded are fed into a photographic cabinet one after another in rapid succession and these are automatically photographed upon a strip of narrow gage film, known as micro-film. After the film has been exhausted it is removed from the cabinet and developed to provide a negative picture record of the papers. By means of special exhibitors, or readers, enlarged images of the papers recorded on this film can be projected upon a screen when it is desired to refer to the contents of such papers. One advantage of this system of recording lies in the fact that only a small portion of the space required lto store the bound original papers is needed to -accommodate the nlm records. Another advantage is that a vast volume of data. is rendered readily accessible, and that absolutely true copies of the papers are assured furnishing substantiallygas complete information as that afforded by the originals themselves.

This system of recording, however, is subject to certain disadvantages. For example, the film necessarily offers a fixed record of the papers in the order in which they were fed into the photographic cabinet so that for purposes of convenient reference it is necessary that the papers be preliminarily sorted and classified by hand before exposure to the lm if the picture records presented by the lm are to follow an orderly sequence. Another objection resides in the practical dimculty of transferring the picture records froml one film strip to another so as to maintain their proper classification, or to permit the cancelation of individual records from time to time as they become obsolete or inactive. Still another disadvantage lies in the expense involved in maintaining special exhibiting apparatus for reading the film records and the time lost and inconvenience resulting from the necessity of resorting to additional equipment in order to make available the information furnished by such records.

By my improved method I retain the advantages of the micro-film system of recording while at the same time obviating the more undesirable features of this system. In Fig. l is diagrammatically shown, by way of illustration, how my method of recording and classification may be l applied in the conductof the business routine of a commercial organization. All the paperschecks, drafts, vouchers, journal sheets, etc.- evidencing the transactions of the organization for a stated period, such as a day, a week or a month (or, in the case of journal sheets, representing the entries pertaining to the transactions over such a period) are fed into a photographic cabinet A Without regard to classification or sequence. In this figure the reference numeral I designates a check having a statement la connected thereto bearing written or typewritten indicia furnishing complete information concerning the transactions for which the check was drawn. In this cabinet the papers are successively photographed in greatly reduced size upon a strip of micro-film 2 of, for example, 16 mm. width and 100 foot length. When an entire film has been exposed it is developed in the usual manner and the resulting negative microfilm strip (or group of micro-film strips) constitutes a picture `record of all papers available for recording as of that date. may be made of the original papers, either by mailing out or by delivery to storage.

'Ihe developed micro-nlm strip or strips are transferred to a suitable printing cabinet B and somewhat enlarged positives of the picture records upon the film (although still considerably smaller than the original papers) are individually printed upon the sensitized portions of specially prepared tabulating cards 3. These cards may be prepared in duplicate, triplicate or in any desired number for cross-referencing purposes; and in the case of a page from a journal having a great number of entries it even may be desirable to prepare duplicate cards corresponding to the number of entries on the page.

After treatment in a suitable chemical bath to develop and fix the photographic positives Proper disposal thereon, the tabulating cards are delivered to a card punching machine C, and the micro-film is placed in storageor otherwise disposed of. The

operator of the card punching machine, reading the data ypresented by the picture records,

punches the individual cards in predetermined y positions with reference to their marginal edges in the usual manner. The tabulating cards are thus provided with control perforations corresponding to a predetermined scheme of classification to designate the nature of the picture record-whether a check, draft, ledger sheet, payroll sheet, voucher, etcand also to register other informational characteristics afforded by the picture recordsuch as the date, amount, payee, department or account to be charged, etc. The cumulative group of punched tabulating cards, which I designate 3a in Fig. l, are next transmitted at periodic intervals to a card handling machine D. In passing through this machine the control perforations Aof the cards cooperating with the selector mechanism of the machine separates the cards into groups 317, 3c and 3d which may correspond to classification of the records into checks, ledger sheets and vouchers, and the cards of each of these groups may be further sorted so as to obtain the arrangement of the cards in chronological order.

From the classification of the tabulating cards thus described it is possible to obtain the photographic record of any paper by simplypassing a selected group of cards in which such record is classiiiable through a card handling machine. Likewise the data furnished by the picture records is readily compiled by passing the -group of punched cards through a card handling machine equipped with totalizing registers or recorders, actuated by the control perforations of the cards. In this manner cumulative statements of the condition of the business of the organization or of a particular account are readily obtainable. A summary statistical card may be made for each classification to serve as a leader for the group of cards corresponding to that classification and also as a totalizer card for maintaining a running record of the data furnished by the cards within the classification. Furthermore, as certain records become obsolete or dead they may be removed from a classification and either destroyed or transferred to another classification. In this way the groups of cards in each classication may be kept current.

While ordinarily the record afforded by the classified groups of tabulating cards will be sufficient for most accounting purposes, an important advantage of this system of recording lies in the fact that it is possible to obtain an orderly microfilm record of the business papers handled by the organization over any period of time. To accomplish this it is only necessary that the tabulating cards included in the various groups 3b, 3c and 3d which, let us assume have been machine sorted in chronological order, be passed consecutively through a photographic cabinet E, corresponding to the cabinet A. In this cabinet E the picture records borne upon the cards are rephotographed upon a micro-nlm 4. AThe final micro-film thus offers a film record of the papers of the organization arranged in systematic sequence which can be referred to by projecting the film on a screen in the customary reading machine. 'I'he advantage of -a compact microfilm record of the business papers arranged in chronological or systematic order will be readily appreciated when compared to the large and unwieldly account books heretofore in use. The final micro-nlm affords a much more convenient nling system and allows the duplication of records at minimum cost. The micro-film record may be quickly and cheaply duplicated and transmitted at little expense to various parts of the country, as for example to the branch offices of the organization for the information of such oilices. Various other uses for such a final micro-film record will ievelop in practice, depending upon the special requirements of an organization.

'I'he tabulating card 3 which I prefer to employ in carrying out the recording and classifying method of my invention is illustrated in Fig. 2. This card is composed of stiff heavy paper and is of generally rectangular shape with a clipped upper left-hand corner. One encl 5 of the card is provided with a coating of photographic emulsion (indicated by shaded lines) which, as has been previously mentioned, is adapted to receive the photographic impression from the micro-film negative.

The remaining portion 6 of the same face of the card has printed thereon in the usual manner a field of indicia arranged in accurate predetermined relation to at least two intersecting marginal edges of the card (which constitute the reference edges by which the cards are positioned in the card handling machine) which indicia is adapted to be punched to provide the control perforations for the card. In order to prevent deformation of the card which would interfere with its passage through the card handling machine the card is provided with an impervious coating of waterproof material such, for example, as paraihn. This prevents the photographic emulsion, which. is applied as a warm liquid coating to the card, and also the developing and fixing solutions in which the card is bathed after its exposure from penetrating the card and, upon drying, from curling and buckling the card. Desirably a space is provided upon the card to receive written notations 1, and although this space is shown in Fig. 2 as located at the top of the card, manifestly it may be provided at any suitable place upon the card.

Another form of tabulating card 8 is shown in Fig. 3. This card corresponds in all material respects to the card 3 just described, having a por.

tion coated with a photographic emulsion (indicated by the shaded area 9) upon which is reproduced a picture record of acustorners invoice 9a, a plurality of fields of indicia, designated generally at 0, and a space adapted to receive Written or typed notations H. The cards shown in Figs. 2 and 3, it will be recognized, are simply illustrative, and so far as the relative arrangement of the printed indicia, notations and emulsion thereon is concerned, this is largely a matter of choice.

Other suggested elds to which my method of recording and classification may be applied are as follows: In the registration of voters, photographs of the voters may be printed on tabulating cards together with other data for the purpose of identication. Registration cards may be sorted according to districts and registration numbers and rephotograhed in order on microfilm. On election day the photograph of a prospective voter can quickly be found by reading the micro-film in the usual reading machines. The method may also be employed in connection with tax and social security records, census and crime records, drivers registration records and medical records. Likewise the method will be found useful in classifying printed material from books or periodicals pertaining to a particular subject of investigation; and it will be apparent that pictorial representations may be recorded equally as well as text material.

Instead of producing the picture records upon the tabulating cards by exposing the sensitized portions of such cards to a nlm negative, it is within the contemplation of the invention that the picture records be produced upon the cards by direct exposure of the cards to the exhibits to be recorded. Under these circumstances the picture records after developing the cards will be in the form of negatives, but otherwise corresponding to the positive picture records printed from the film strips. i

It will be apparent from the foregoing description that my method of recording and classifying information will eliminate much of the routine bookkeeping work of'large business organizations. Thus, many of the entries heretofore required to be posted by hand from the original documents handled' by an organization are replaced by photographic records prepared from the original documents and sorted with machine rapidity. Not only do the picture records of my method lend themselves to extensive cross-referencing, but they are virtually as reliable and complete as the original exhibits themselves.

The term card handling machine as employed herein is intended 'to include card sorting machines as Well as card registering or totalizing machines such as are designed to cooperate with the control perforations of record cards. Likewise the term tabulating card is intended to comprise a card intended for use in connection with such types of card handling machines.

The invention may be carried out inother ways and embodied in other forms than those described above which are to be regarded as illustrative and not restrictive, and all changes which come within the meaning and range of equivalency of the claims are therefore intended to be embraced therein.

I claim:

1. In a. method of recording or classifying information represented in a miscellany of tangible exhibits, the steps of photographically producing picture records of said exhibits upon a film strip in unsystematic sequence, photographically printing the picture records from said film strip individually and directly upon tabulating cards, and providing said tabulating cards with control perforations correlated to the information furnished by the picture records for cooperation with the selector mechanism of a card handling machine.

2, In a method of recording or classifying information represented in a miscellany of tangible exhibits, the steps of photographically producing` negativepicture records of said exhibits upon a film strip in unsystematic sequence, photographically printing positive picture records from said film strip individually and directly upon tabulating cards, providing said tabulating cards with control perforations in predetermined relation to the marginal edges of said tabulating cards and correlated to the information furnished by said picture records for cooperation with the selector mechanism of a card handling machine yand passing said tabulating cards through a card handling machine for separating those tabulating cards provided with corresponding control perforations.

' 3. A tabulating card having a sensitized area thereon for receiving a photographic impression and another area having indicia thereon located in exact predetermined relation to the marginal edges of the tabulating card and adapted to be perforated for cooperation with the selector mechanism of a card handling machine.

4. A tabulating card having a sensitized area thereon for receiving a photographic impression and another'area having indicia thereon located in exact predetermined relation to the marginal edges of the tabulating card and adapted to be perforated for cooperation with the selector mechanism of a card handling machine, said tabulating card being rendered impervious to moisture to permit immersion in a developing fluid without deformation.

5. A tabulating card having a photograph printed directly thereon and-having a field of indicia located adjacent the photograph and in exact predetermined relation to the marginal edges of the tabulating card, certain of said indicia being perforated for cooperation with the selector mechanism of a card handling machine.

6. A tabulating card having a sensitized area thereon for receiving a photographic impression and another area having indicia thereon located in exact predetermined relation to the marginal edges of the tabulating card and adapted to be perforated for cooperation with the selector mechanism of a card handling machine, said sensitized .area consisting of a photographic emulsion which after exposure to a negative reacts to produce a positive picture forming an iiitegral part of the card.

7. In a method of recording or classifying information represented by a miscellany of tangible exhibits, the steps of photographically producing picture records of said exhibits upon a. im strip in unsystematic sequence, photographically printing the picture records from said lm strip individually and directly upon tabulating cards, arranging said tabulating cards according to the informational characteristics presented by their picture records and preparing a iilm record strip from said cards as thus arranged.

8. In a method of recording or classifying information represented by a miscellany of tangible exhibits, the steps of photographically producing picture records of said exhibits upon a iilm strip in unsystematic sequence, photographically printing the picture records from said vfilm strip individually and directly upon tabulating cards, provid-ing said tabulating cards with control perforations correlated to the information furnished by the picture records for cooperation with the selector mechanism of a card handling machine, automatically sorting said cards by passage through a card handling machine for obtaining the arrangement of said tabuiating cards according to the informational characteristics presented by their picture records and photographically preparing a film record strip from said cards as thus arranged.

9. In a method of recording or classifying information represented in a miscellany of tangible exhibits, the steps of photographically producing picture records of said exhibits upon a film strip in unsystematic sequence, photographically printing the picture records from said lm strip individually and directly upon tabulating cards, providing said tabulating cards with control perforations correlated to the information furnished by the picture records for cooperation with the selector mechanism of a card handling machine and passing the cards through a card handling machine to obtain a. totalized reading of the data furnished by said cards.

CLIFFORD H. SMITH.

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