WO2002059783A2

WO2002059783A2 - Method of and system for managing electronic files

Info

Publication number: WO2002059783A2
Application number: PCT/IB2002/000195
Authority: WO
Inventors: Lawrence Anthony Swartz; Shaun Ryan Swartz; Dejan Maksimovic
Original assignee: File Management Systems Limited
Priority date: 2001-01-24
Filing date: 2002-01-24
Publication date: 2002-08-01
Also published as: WO2002059783A3

Abstract

A method of and system for managing electronic files, the electronic files being stored or being destined to be stored onto a file storage database (105). The method includes the steps of requesting a user, via a computer (120), to input data associated with the contents of a file, and storing the associated data, in a file management database (110), the file management database (110) being distinct from the file storage database (105). A program running on a platform (125) links the associated data to the location of the file on the file storage database (105), monitors the electronic files to determine when a file or a directory containing the file is moved, deleted or renamed and then automatically updates the associated data in the file management database (110) in the event of the file or directory containing the file being moved, deleted or renamed.

Description

A METHOD OF AND SYSTEM FOR MANAGING ELECTRONIC FILES

BACKGROUND OF THE INVENTION

THIS invention relates to a method of and system for managing electronic files.

Typically, companies make use of computer networks for allowing a plurality of distributed computers to be linked, with the network including a file server, or a plurality of file servers, for storing electronic files that are produced by the users on the computers on the network. Alternatively, or in addition, electronic files may be saved directly onto the distributed computers themselves.

However, companies often do not have a standard, logical methodology for storing, retrieving and tracing their electronic files. Those that have standards and procedures often have no way of enforcing them and many of them are forced to rely on non-electronic, resource intensive means to monitor compliance. As a result, finding electronic files is often difficult, time consuming and frustrating. Although most operating systems provide some sort of searching function that allows a user to search for a particular file on the network, these search engines opers.e by searching through each and every file on the network to see whether there is a match between the file being searched and certain user-defined search criteria. This is an extremely time consuming and inefficient manner for locating files.

In addition, the files are also sometimes not found due to them being located in a directory or folder that is inaccessible from the computer performing the search. This could be as a result of, for example, network restrictions or the computer itself not being available. SUMMARY OF THE INVENTION

According to a first aspect of the invention there is provided a method of managing electronic files, the electronic files being stored or being destined to be stored onto a file storage database, the method including the steps of:

requesting a user, via a user interface, to input data associated with the contents of a file via an input means;

storing the associated data, which has been inputted by the user, in a file management database, the file management database being distinct from the file storage database;

linking the associated data to the location of the file on the file storage database;

monitoring the electronic files to determine when a file or a directory containing the file is created, moved, deleted or renamed; and

automatically updating the associated data in the file management database in the event of the file or directory containing the file being moved, deleted or renamed, for allowing the location of the file on the file storage database to be continuously updated.

Typically, the method includes the step of defining a plurality of data fields, with the step of requesting the user to input associated data including the step of requesting the user to input data into at least one of the data fields. The step of storing the associated data includes the step of storing the data for each data field into separate data fields defined in the file management database. Advantageously, and with a view to locating a file on the file storage database, the method includes the steps of allowing the user to enter data for at least one data field and searching the relevant data field/s in the file management database specified by the user.

Preferably, at least some of the specified fields are designated as mandatory fields, the storing of the associated data only being permitted if an item of associated data has been inputted into each mandatory field.

Typically, the method includes the prior step of designating a set of fields as being a designated set of fields with relation to at least one department, division or category, and requesting the user to enter associated data only into the designated set of fields if the file is associated with the department, division or category.

Advantageously, the method includes the prior step of searching the file management database to determine whether any associated data relating to the file is already stored in the file management database, and requesting the user to enter associated data only if there is no stored associated data relating to the file.

Typically, the method includes the prior step of a user designating at least some file directories as excluded directories, and requesting the user to enter the associated data only if the file does not form part of an excluded directory.

The method further includes the prior step of a user designating some types of files as monitored file types, and requesting the user to input the associated data only if the file is of a monitored file type.

Furthermore, the method includes the prior step of a user designating a file as a private file, with the stored associated data of the private file being excluded from a search conducted in response to a search command issued by a user other than the user who designated the file as being a private file.

Typically, the file storage database is either a central database that forms part of a computer network or a remote database that is connectable to the computer network.

Conveniently, the method includes the steps of storing update information on the remote database, the information relating to data entered into a remote computer which is not in connection with the network, which data would lead to an alteration or addition to the file management database if entered into a computer which is in connection with the network and using the update information to update the file management database when the remote computer is brought into connection with the network.

Typically, the step of requesting the user to input the associated data may be in response to either the creation of the file by the user or the user issuing a save command in respect of the file.

According to a second aspect of the invention there is provided a system for managing electronic files, the electronic files being stored or being destined to be stored onto a file storage database, the system including:

user input means for allowing a user to input data associated with the contents of a file;

a file management database for storing the associated data, which has been inputted by the user, the file management database being distinct from the file storage database; monitoring means for monitoring the electronic files to determine when a file or a directory containing the file is created, moved, deleted or renamed; and

updating means for automatically updating the associated data in the file management database in the event of the file or directory containing the file being moved, deleted or renamed, for allowing the location of the file on the file storage database to be continuously updated.

Typically, the file management database includes a plurality of data fields, with the user inputting data into at least one of the data fields.

Conveniently, the system allows an administrator to specify into which data fields associated data is to be inputted, depending on the type of file that is to be saved, with the user inputting associated data into the specified fields only.

Advantageously, the system includes searching means, the searching means allowing the user to enter data for at least one data field for searching the relevant data field/s in the file management database specified by the user.

Preferably, the system includes means for allowing a user to designate a specified field as being a mandatory field, with the associated data only being stored if an item of associated data has been inputted into each mandatory field.

Typically, the system includes means for allowing a user to designate a set of fields as being a designated set of fields with relation to at least one department or division, with the user only being allowed to input associated data into the designated set of fields if the file is associated with the department or division. Conveniently, the system includes scanning means for scanning the file management database to determine whether any associated data relating to the file is already stored in the file management database, with the user being allowed to enter associated data only if there is no stored associated data relating to the file in the file management database.

The system includes means for allowing a user to designate at least some directories as being excluded directories, with the user being allowed to input the associated data only if the file does not form part of an excluded directory.

In addition, the system includes means for allowing a user to designate some types of files as being monitored file types, with the user being allowed to input the associated data only if the file is of a monitored file type.

Preferably, the system includes means for allowing a user to designate a file as being a private file, with the stored associated data of the private file being excluded from a search conducted in response to a search command issued by a user other than the user who designated the file as being a private file.

Advantageously, the system includes synchronisation means for allowing associated data stored in the remote database, when the remote database is not in connection with the network, to be added to the file management database when the remote database is reconnected to the network.

According to a third aspect of the invention there is provided a computer readable medium, having a program recorded thereon, where the program is to make the computer execute a procedure to requesting a user, via a user interface, to input data associated with the contents of an electronic file, to store the associated data, which has been inputted by the user, in a file management database, the file management database being distinct from a file storage database for storing the electronic file, to link the associated data to the location of the file on the file storage database, to monitor the electronic files to determine when a file or a directory containing the file is moved, deleted or renamed, and to automatically update the associated data in the file management database in the event of the file or directory containing the file being created, moved, deleted or renamed, for allowing the location of the file on the file storage database to be continuously updated.

BRIEF DESCRIPTION OF THE DRAWINGS

Figure 1 shows a schematic flow-chart of a file management system in accordance with the invention;

Figure 2 shows further detail of an aspect of the file management system of Figure 1 which deals with the monitoring of file activity;

Figure 3 shows further detail of an aspect of the file management system of Figure 1 which deals with the input of data;

Figure 4 shows further detail of an aspect of the file management system of Figure 1 which deals with synchronisation of the system;

Figure 5 shows further detail of an aspect of the file management system of Figure 1 which deals with searching of files; Figure 6 shows further detail of an aspect of the file management system of Figure 1 which deals with configuration of the system on a computer; and

Figure 7 shows a schematic representation of a computer network on which the file management system of the present invention can be implemented.

DESCRIPTION OF EMBODIMENTS

In Figure 1 of the drawings, reference numeral 10 indicates a program for a computer which operates on computer equipment in the form of a computer network 100, which is shown in Figure 7. The program 10 manages electronic files that form part of the network 100 in accordance with a method of managing electronic files according to the invention.

Still with reference to Figure 7, the network 100 includes storage means in the form of a magnetic disk for saving information in an electronic format, the disk being accessible to users working on any one of a number of computers 120 connected together to form the electronic network 100 as indicated in Figure 7. A file server or central database 105 is stored on the disk, with access from each computer 120 in the network 100 to the database 105 being regulated by network security in a conventional manner. The network 100 further includes a platform 125 for hosting and running the program 10 of the present invention. The platform 125 works in conjunction with the central database 105, and is also arranged to control a file management database 110.

It should be understood that the network 100 could comprise a plurality of file servers, as opposed to a single file server as shown in Figure 7. Alternatively, or in addition, electronic files may be saved directly onto the computers 120 themselves, with the computers 120 thus including an internal database for the storage of such files. However, for the sake of simplicity, the present invention will be described with reference to a single central database (105) for the storage of the electronic files.

The program 10 includes sub-programs in the form of a file manager 20 that serves to manage the files, a searcher 30 that effects searches relating to the electronic files in response to a command from a user (not shown), and a configuration "wizard" 40 that assists the user in configuring or installing the program 10 on the computer network 100.

The program is operated by the use of device driver technology and is therefore not resource intensive and is able to monitor a number of electronic files simultaneously. The program is designed such that it is compatible with most popular database management systems, for example Microsoft Access and Microsoft SQL server. The program 10 also supports running through an ASP (Application Service Provider) model using software such as Citrix and Terminal Server.

When a user of the computer network 100 issues a command, at 23, via a data input means in the form of a keyboard (not shown) forming part of a computer 120, to save a file in the database 105, and if a number of conditions are met, the user is requested to input data associated with contents of the file. One of the conditions that needs to be met is whether any associated data relating to the file is already stored in the file management database. This check is then able to allow the information stored on the file management database for that particular file to be simply updated. The conditions further include, and referring now to Figure 2, the file manager 20 establishing whether a file directory in which the file is to be saved has been designated as an excluded directory, at 23.2. If the file belongs to an excluded directory, no request for the input of data is made to the user. The file type is then established by comparing an extension of the file with a predetermined list of monitored file extensions, at 23.4. If the file extension is a monitored file extension, the file manager searches, at 23.6, through the database 110 to determine whether the file which is to be saved is already stored on the database 110. The user is only prompted, at 24, to enter the associated data when there is no record in the database 110 of the file to be saved.

If the above conditions are met, an input form is displayed, at 24, on the screen of the computer 120 that the user is using. The input of data will now be described with reference to Figure 3. The user is firstly requested to enter, at 24.1 , a division or a department of a broader operation of which the computer network 100 forms part. The user is then requested, at 24.2, to enter data associated with contents of the file into a set of data fields. Differing predetermined sets of data fields are requested in response to different divisions being entered and different file types being saved. The data fields typically relate to information such as a client for whose account work in the file is done, the user who created the file, the subject matter covered in the file, a date at which the file is next required, and the like. For each data field for which the entry of data is requested, a user defined list of options is displayed. The user may select any one of the suggested options or, in relation to certain data fields, may enter an alternative data entry. The user may also update, at 24.9, the list of suggested options by pressing a "+" key on the keyboard and entering a further option into the list, or other additional input options.

For each division, a number of fields may be indicated as being mandatory fields into which information must be entered before the user can proceed. Once data has been entered, at 24.3, into at least all the mandatory data fields, a save function is activated, at 24.4. Advantageously, therefore, the file management system of the present invention can not be circumvented, with the user having to go through the file management steps of the present invention before the file can be saved. When the user selects the save function, the file itself will be saved onto the central database 105 in the normal manner, with all the data that has been entered into the respective data fields being stored, at 24.5, on the file management database 110.

The data is stored such that all the information that is associated with a particular file is linked together, as well as being linked to an electronic address, comprising the path and file name, of the file. The program may automatically move a file to a specific directory or folder in accordance with certain previously defined rules depending on the data entered into the respective data fields. Thus, for example, depending on the division and mandatory data fields entered and file type, the electronic file can be automatically moved to a specific location. This location may be determined based on the following parameters:

1. Pre-determined starting folder;

2. Sub-directories, which are dynamically based on the user defined criteria such as the data entered into the data fields.

Thus, for example, a file X for client Y will be automatically moved to the folder h:\user\general\Y\, with h:\user\general\ defining the starting folder and the sub-folder Y being used for that particular client. Advantageously, if the sub- folder Y does not exist at the time of auto-moving the file, the program will automatically, and thus dynamically, create a Y sub-folder in the starting folder. In addition, this auto-move feature of the present invention may also make use of static end folders, which are created based on the file type. Thus, for example, should the above file X be an Excel spreadsheet, and if the static end folder feature of the present invention has been enabled, a static sub-folder entitled Excel would be created in sub-folder Y. Thus the file X would be moved to h:\user\general\Y\Excel\.

The files can be moved automatically, after a pre-defined time, or after a user request. User can also specify whether they want to be prompted at pre- determined intervals as to whether they want to move the files, delay the move of selected / all files or cancel the move of selected / all files completely.

The administrator can set the program 10 prior to display of the input form, at 24, such that the input form can be cancelled, at 24.6, at the option of the user.

The user may also designate, at 24.7, the file as being a private file, in which case the stored associated data of the private file is excluded from a search conducted in response to a search command issued by a user other than the user who entered the associated data. Although the designation of excluded directories is usually done during installation or configuration, as will be discussed further on with reference to the configuration wizard 40 of the program, a user can also designate, at 24.8, some directories as being excluded from being monitored 22 at this stage of the process.

The file manager 20 ensures that the associated information stored in the database 110 is constantly up to date by monitoring, at 22, file activity. When a user deletes a file, at 25, the file manager searches through the database 110 to establish, at 25.2, whether any information associated with the deleted file is stored in the database 110. If the database 110 does contain such information, the file and its associated information is marked, at 25.4, in the database 110 as being deleted. Similarly, if a file is renamed, at 26, the file manager changes, at 26.4, the stored file name linked to its associated data to reflect the new file name, if any data relating to the file is stored, at 26.2, in the database 110. A similar process occurs when a directory is renamed, at 27, or moved, with the stored address or location of all moved or renamed files being updated, at 27.4, if any information relating to those files is stored, at 27.2, in the database 110.

A further feature of the file manager 20 is that of synchronisation of the database 110, at 21 , which will be described with reference to Figures 4 and 7. Synchronisation ensures that the file management database 110 is kept up to date even when the database 110 is, for some reason, not connected to the network 100 and/or a user is using a Computer 130 that is not connected to the network 100 or to the database 110, as indicated by the broken line in Figure 7, which may occur when, for example, a user uses a computer remote from the network, such as a laptop. In the second scenario, the remote computer 130 has at least part of the file management program 10 installed thereon so that, when the user is working off-line, at 21.22, all operations by the user which would have lead to changes in the database 110 if the user had been working on-line results in data relating to those operations being captured, at 21.24, in a data log which is stored in a remote database 132 on storage means forming part of the remote computer 130. In the first scenario, in which the database 110 is for some reason disconnected, the data log would simply be the central database 105.

When the database 110 is reconnected to the network 100 and/or the remote computer 130 is reconnected to the database 110, the synchronisation feature 21 of the file manager 20 uses the data logs 132 and/or 105 respectively, to update, at 21.19, the database 110. After synchronisation of the database 110 it is identical to what it would have been if the operations executed by the user off-line were performed on-line. It will be appreciated that, in some embodiments of the invention, the remote database 132 mirrors the file management database 110. In such a case, the database 110 includes a data log similar to that of the remote computer for logging, at 21.16, changes to the database 110, with synchronisation entailing updating both the remote database 132 and the database 110.

The user can determine, at 21.32, when synchronisation 21 is to be effected. The program 10 can be set to update the databases 110, 132 when the computer 130 is connected to the network 100, at 21.34, in response to a request from the user, at 21.36, at set intervals determined by the user, at 21.38, or when the computer is disconnected from the network, at 21.39.

The program 10 provides the user with a search function 30, which will be described with reference to Figure 5, with which the associated data which has been entered can be searched to locate certain files. The search 30 is executed in response to a search command 32 issued by the user. The search command 32 can make use of boolean logic and may select certain data fields through which the search is to be conducted. This enables a user, for instance, to locate all files which contain work done for a certain client and which was performed by a certain user, if those data fields had been initially entered. The search command can, for example, be to find all files having the word "gold" AND relating to a client "Smith" AND relating to a subject "stock". The search can also be conducted for multiple items per field.

The results of the search are displayed on the computer screen together with each located file's associated data. The user can determine, at 36, which data fields are to be searched. The search function also provides a link from the search module 30 to any one of the located files, so that the user can directly access, at 38, a desired file by selecting one of the displayed files. At the option of the user, the search results can also be re-ordered, or the search results view customised at 34.

To assist the user with the configuration of the program during installation or thereafter, it is provided with a configuration "wizard" 40, as shown in Figure 6. When the "wizard" is activated the user has the option of creating or renaming, at 42.1 , the departments or divisions in which files are to be categorised. The user can also designate, at 42.3, which fields of data are to be associated with which divisions, thereby creating the predetermined set of data fields associated with each of the divisions. The user is further able to designate, at 42.5, some fields as mandatory fields for files having a certain file extension per division, as well as indicate, at 42.7, which fields are to be displayed for files of that type. The "wizard" 40 also prompts the user to indicate, at 42.9, which types of files, identified by the file extension, are to be monitored.

Backup details of the program can be customised, at 44, by the user by determining, at 44.5, a default path and a private default path of a backup for each file extension of each division. The private default path is used when the file has been designated as a private file, with the default path then being used for all other files. The user can also select automatic compression of backup data.

The user is able to configure directory exclusion, at 46, by determining, at 46.1, which directories are not to be monitored. Sub-directories of all directories, both included and excluded, can be designated, at 46.3, as being either included in or excluded from being monitored by the file manager 20. Some directories may be excluded, at 46.5, based on a computer name of the computer on which they are stored or generated, or based on a name of a user dealing with the file. The user has the option of excluding all computer names or specfic computer names, at 46.7, while specific user names may be excluded, at 46.9.

Finally, the "wizard" 40 allows the user to configure the list of suggested options, at 48, which is displayed when the file is created, at 23. This is done by entering a list of options, also referred to as lookup text, for each division and field, at 48.5.

The file management system of the present invention also has an option to scan directories, in the network 100, for files that meet specific criteria. It will then check if the files are in the database 110 and if not, prompt the user to enter the appropriate information. This enables users to populate the database 110 with file information relating to files created prior to the implementation of the file management system of the present invention. Based on rules, the present invention is able to automatically populate the database 110 as well as specific data fields when prompting the user for information.

The program was designed so that the file-monitoring data engine can be "unplugged" and used in conjunction with other software applications. This will enable those software applications that contain links to electronic files to be kept up to date when those electronic files are moved, renamed, deleted or folders containing these electronic files are moved, renamed or deleted.

An additional feature of the present invention is that the user can right click on any file in the Windows environment, and enter the associated data relating to that file, or update the associated data relating to that file if the associated data already exists in the file management database.

The present invention thus facilitates the location of desired files by the creation of a searchable database which contains data associated with the contents of each file. The database is constantly updated and synchronised, ensuring that any search conducted through the database is accurate. In addition, the present invention enable a company to set up a customized filing standard specific to the company's needs, and simultaneously ensure that users adhere to the set standard.

Claims

1. A method of managing electronic files, the electronic files being stored or being destined to be stored onto a file storage database, the method including the steps of:

2. A method of managing electronic files according to claim 1 , which includes the step of defining a plurality of data fields, with the step of requesting the user to input associated data including the step of requesting the user to input data into at least one of the data fields.

3. A method of managing electronic files according to claim 2, wherein the step of storing the associated data includes the step of storing the data for each data field into separate data fields defined in the file management database.

4. A method of managing electronic files according to either one of the previous claims 2 or 3, which, with a view to locating a file on the file storage database, includes the steps of allowing the user to enter data for at least one data field and searching the relevant data field/s in the file management database specified by the user.

5. A method of managing electronic files according to any one of claims 2 to 4, which includes the prior step of an administrator specifying into which data fields associated data is to be inputted, depending on the type of file that is to be saved, with the step of requesting the user to input associated data including the step of requesting the user to input associated data into the specified fields only.

6. A method of managing electronic files according to claim 5, wherein at least some of the specified fields are designated as mandatory fields, the storing of the associated data only being permitted if an item of associated data has been inputted into each mandatory field.

7. A method of managing electronic files according to any one of claims 2 to 6 wherein the method includes the prior step of designating a set of fields as being a designated set of fields with relation to at least one department, division or category, and requesting the user to enter associated data only into the designated set of fields if the file is associated with the department, division or category.

8. A method of managing electronic files according to any one of claims 2 to 7, which includes the step of automatically moving the file to a predetermined directory or folder, the directory or folder being predetermined based upon the associated data entered into the at least one data field.

9. A method of managing electronic files according to claim 8, wherein the file is automatically moved either after a pre-defined time or after a user request.

10. A method of managing electronic files according to any one of the previous claims, which includes the prior step of searching the file management database to determine whether any associated data relating to the file is already stored in the file management database, and requesting the user to enter associated data only if there is no stored associated data relating to the file.

11. A method of managing electronic files according to any one of the previous claims, which includes the prior step of a user designating at least some directories as being excluded directories, and requesting the user to enter the associated data only if the file does not form part of an excluded directory.

12. A method of managing electronic files according to any one of the previous claims, which includes the prior step of a user designating some types of files as monitored file types, and requesting the user to input the associated data only if the file is of a monitored file type.

13. A method of managing electronic files according to any one of the previous claims, which includes the prior step of a user designating a file as a private file, with the stored associated data of the private file being excluded from a search conducted in response to a search command issued by a user other than the user who designated the file as being a private file.

14. A method of managing electronic files according to any one of the previous claims wherein the file storage database is either a central database that forms part of a computer network or a remote database that is connectable to the computer network.

15. A method of managing electronic files according to claim 14, which includes the steps of storing update information on the remote database, the information relating to data entered into a remote computer which is not in connection with the file management database, which data would lead to an alteration or addition to the file management database if entered into a computer which is in connection with the file management database and using the update information to update the file management database when the remote computer is brought into connection with the network.

16. A system for managing electronic files, the electronic files being stored or being destined to be stored onto a file storage database, the system including:

a file management database for storing the associated data, which has been inputted by the user, the file management database being distinct from the file storage database; linking means for linking the associated data to the location of the file on the file storage database;

monitoring means for monitoring the electronic files to determine when a file or a directory containing the file is created, moved, deleted or renamed; and

17. A system for managing electronic files according to claim 16, wherein the file management database includes a plurality of data fields, with the user inputting data into at least one of the data fields.

18. A system for managing electronic files according to claim 17, which includes searching means, the searching means allowing the user to enter data for at least one data field for searching the relevant data field/s in the file management database specified by the user.

19. A system for managing electronic files according to either one of the preceding claims 17 or 18, which includes means for allowing an administrator to specify into which data fields associated data is to be inputted, depending on the type of file that is to be saved, with the user inputting associated data into the specified fields only.

20. A system for managing electronic files according to claim 19, which includes means for allowing a specified field to be designated as being a mandatory field, with the associated data only being stored if an item of associated data has been inputted into each mandatory field.

21. A system for managing electronic files according to any one of claims 17 to 20, which includes means for allowing a user to designate a set of fields as being a designated set of fields with relation to at least one department or division, with the user only being allowed to input associated data into the designated set of fields if the file is associated with the department or division.

22. A system for managing electronic files according to any one of claims 17 to 21, which includes means for automatically moving the file to a pre-determined directory or folder, the directory or folder being predetermined based upon the associated data entered into the at least one data field.

23. A system for managing electronic files according to claim 22, wherein the file is automatically moved either after a pre-defined time or after a user request.

24. A system for managing electronic files according to any one of claims 16 to 23, which includes scanning means for scanning the file management database to determine whether any associated data relating to the file is already stored in the file management database, with the user being allowed to enter associated data only if there is no stored associated data relating to the file in the file management database.

25. A system for managing electronic files according to any one of claims 16 to 24, which includes means for allowing at least some file directories to be designated as being excluded directories, with the user being allowed to input the associated data only if the file does not form part of an excluded directory.

26. A system for managing electronic files according to any one of claims 16 to 25, which includes means for allowing a user to designate some types of files as being monitored file types, with the user being allowed to input the associated data only if the file is of a monitored file type.

27. A system for managing electronic files according to any one of claims 16 to 26, which includes means for allowing a user to designate a file as being a private file, with the stored associated data of the private file being excluded from a search conducted in response to a search command issued by a user other than the user who designated the file as being a private file.

28. A system for managing electronic files according to any one of claims 16 to 27, wherein the file storage database is either a central database that forms part of a computer network or a remote database that is connectable to the computer network.

29. A system for managing electronic files according to claim 28, which includes synchronisation means for allowing associated data stored in the remote database, when the remote database is not in connection with the network, to be added to the file management database when the remote database is reconnected to the file management database.

30. A system for managing electronic files according to any one of claims 16 to 29, wherein the system can be used in any one of a plurality of different software applications that contain links to electronic files that are to be automatically kept up to date when those electronic files are moved, renamed, deleted or folders containing these electronic files are moved, renamed or deleted.

31. A computer readable medium, having a program recorded thereon, where the program is to make the computer execute a procedure to request a user, via a user interface, to input data associated with the contents of an electronic file, to store the associated data, which has been inputted by the user, in a file management database, the file management database being distinct from a file storage database for storing the electronic file, to link the associated data to the location of the file on the file storage database, to monitor the electronic files to determine when a file or a directory containing the file is moved, deleted or renamed, and to automatically update the associated data in the file management database in the event of the file or directory containing the file being created, moved, deleted or renamed, for allowing the location of the file on the file storage database to be continuously updated.

32. A computer readable medium according to claim 31 , wherein the program allows a plurality of data fields and a plurality of mandatory data fields to be defined, with the step of requesting the user to input associated data including the step of requesting the user to input data into all the mandatory data fields.

33. A computer readable medium according to claim 32, wherein the program stores the data for each data field into separate data fields defined in the file management database.

34. A computer readable medium according to claim 33, wherein, with a view to locating a file on the file storage database, the program: allows the user to enter data for at least one data field; and

searches the relevant data field/s in the file management database specified by the user.

35. A computer readable medium according to any one of claims 32 to 34, wherein the program allows an administrator to pre-specify into which data fields associated data is to be inputted, depending on the type of file that is to be saved, with the step of requesting the user to input associated data including the step of requesting the user to input associated data into the specified fields only.

36. A computer readable medium according to any one of claims 32 to 35, wherein the program only permits the storing of the associated data if an item of associated data has been inputted into each mandatory field.

37. A computer readable medium according to any one of claims 32 to 36, wherein the program allows a file to be automatically moved to a predetermined directory or folder, the directory or folder being predetermined based upon the associated data entered into the mandatory fields.

38. A computer readable medium according to claim 37, wherein the file is automatically moved either after a pre-defined time or after a user request.

39. A computer readable medium according to any one of claims 31 to 38, wherein the program searches the file management database to determine whether any associated data relating to the file is already stored in the file management database, and requests the user to enter associated data only if there is no stored associated data relating to the file.

40. A computer readable medium according to any one of claims 31 to 39, wherein the program allows an administrator to pre-designate at least some directories as being excluded directories, and requests the user to enter the associated data only if the file does not form part of an excluded directory.

41. A computer readable medium according to any one of claims 31 to 40, wherein the program allows an administrator to pre-designate at least some types of files as being monitored file types, and requests the user to input the associated data only if the file is of a monitored file type.

42. A computer readable medium according to any one of claims 31 to 41 , wherein the program allows the user to pre-designate a file as being a private file, with the stored associated data of the private file being excluded from a search conducted in response to a search command issued by a user other than the user who designated the file as being a private file.

43. A computer readable medium according to any one of claims 31 to 42, wherein the program can be used in any one of a plurality of different software applications that contain links to electronic files that are to be automatically kept up to date when those electronic files are moved, renamed, deleted or folders containing these electronic files are moved, renamed or deleted.