WO2007049034A1 - Systeme et procede de gestion de documents physiques et electroniques - Google Patents

Systeme et procede de gestion de documents physiques et electroniques Download PDF

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Publication number
WO2007049034A1
WO2007049034A1 PCT/GB2006/003969 GB2006003969W WO2007049034A1 WO 2007049034 A1 WO2007049034 A1 WO 2007049034A1 GB 2006003969 W GB2006003969 W GB 2006003969W WO 2007049034 A1 WO2007049034 A1 WO 2007049034A1
Authority
WO
WIPO (PCT)
Prior art keywords
document
mfd
management system
signature
instance
Prior art date
Application number
PCT/GB2006/003969
Other languages
English (en)
Inventor
Russell P. Cowburn
Original Assignee
Ingenia Holdings (Uk) Limited
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Priority claimed from GB0522037A external-priority patent/GB2431759B/en
Application filed by Ingenia Holdings (Uk) Limited filed Critical Ingenia Holdings (Uk) Limited
Priority to JP2008537189A priority Critical patent/JP2009514082A/ja
Priority to EP06794895A priority patent/EP1952317A1/fr
Publication of WO2007049034A1 publication Critical patent/WO2007049034A1/fr

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Classifications

    • G—PHYSICS
    • G06—COMPUTING; CALCULATING OR COUNTING
    • G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q10/00—Administration; Management
    • G06Q10/10—Office automation; Time management

Definitions

  • RFID radio frequency identification
  • the signature may be compared with existing signatures stored in the document management system to establish if the signature is recognised as being associated with an existing document stored in the document management system.
  • the method may further comprise: storing a user i.d. identifying the user who issued the command as part of the logging.
  • the method may further comprise: executing the command conditional on the user having the right to issue the command in respect of the document based on rights stored for the document in the document management system.
  • a document management method implemented in a network environment containing a document management system, at least one multi-function device (MFD) and a network connecting the document management system to the at least one MFD, the method comprising:
  • the owner of the document may be established from the document management system and notified of the document regarding the command.
  • the method may further comprising: storing a new electronic instance of the document created by the MFD in the document management system with the signature.
  • the command can be executed by destroying the physical instance of the document within the MFD or passing the physical instance of the document into a waste compartment of the MFD.
  • Said physical instances may be printed on paper or a variety of other media, including plasties, such as those used as acetates for presentations.
  • the intrinsic natural characteristic may be a characteristic of paper, plastic or other medium, and may be a surface property thereof or a property of the interior of the medium.
  • a document management method implemented in a network environment containing a document management system, at least one multi-function device (MFD) and a network connecting the document management system to the at least one MFD, the method comprising: (a) recording creation of new physical instances of a document from existing electronic instances of the document according to the method of the second aspect of the invention; (b) recording creation of new electronic or physical instances of the document from existing physical instances of the document according to the method of the first aspect of the invention; and (c) recording disposal of existing physical instances of the document according to the method of claim third aspect of the invention.
  • MFD multi-function device
  • office is used in a broad sense to describe any organisation having a networked computer system, and should not be limited to service industry locations and the like, but rather include manufacturing sites, government departments or any other locations.
  • Figure 4B is a perspective view of another embodiment of an MFD having the external form of a photocopier machine
  • Figure 8B shows the photodetector data of Figure 8A after linearisation with the encoder signal and averaging the amplitude
  • Figure 16 is a schematic block diagram showing a scan job carried out by an MFD in accordance with the invention and its interaction with the document management system;
  • Light access to the detector elements 16a....d is provided by through holes in the mounting block 11.
  • the angles either side of the beam axis are chosen so as not to be equal so that the data points they collect are as independent as possible.
  • All four detector elements are arranged in a common plane.
  • the photodetector elements 16a..d detect light scattered from the surface of paper 5 being conveyed past the scan head 10 when the coherent beam scatters from the paper 5.
  • the source is mounted to direct the laser beam 15 with its beam axis in the z direction, so that it will strike the paper 5 at normal incidence.
  • the paper feed mechanism will serve to move the paper linearly in the x direction past the scan head IO so that the beam 15 is scanned in a direction transverse to the major axis of the elongate focus. Since the coherent beam 15 is dimensioned at its focus to have a cross-section in the xz plane (plane of the drawing) that is much smaller than a projection of the reading volume in a plane normal to the coherent beam, i.e. in the plane of the paper 5, the paper feed will cause the coherent beam 15 to sample many different parts of the paper.
  • one or more of different banks of directional detectors can be used for a purpose other than collecting light signal that samples a speckle pattern.
  • one of the banks may be used to collect light signal in a way optimised for barcode scanning in the case that a barcode is printed, for example to encode some aspect of the document, such as its bibliographic data. If this is the case it will generally be sufficient for that bank to contain only one detector, since there will be no advantage obtaining cross-correlations when only scanning for contrast.
  • Step Sl is a data acquisition step during which the optical intensity at each of the photodetectors is acquired approximately every lms during the entire length of scan. Simultaneously, the encoder signal is acquired as a function of time. It is noted that if the paper feed mechanism has a high degree of linearisation accuracy then linearisation of the data may not be required.
  • the data is acquired by the PIC 30 taking data from the ADC 31.
  • the data points are transferred in real time from the PIC 30 to the PC 34.
  • the data points could be stored in memory in the PIC 30 and then passed to the PC 34 at the end of a scan.
  • the number n of data points per detector channel collected in each scan is defined as N in the following.
  • the image file could be another file type derived from the printer driver image file, or an image file in a preferred format of the application software used to create the document, or another format created by the application software.
  • Another possibility would be for the image file to be derived from a rescan of the document after printing. For example, this could be done automatically in a printing device in the format of a networked photocopier machine that has sophisticated paper feed (and re-feed) options and an integrated document scanner.
  • the image representation stored in the database would include any features on the substrate as well as what was printed on the substrate. For example, if the paper is headed paper, the header would be included. This may be advantageous in some circumstances.
  • a wide variety of solutions is possible. All that is important is to store some kind of visual representation of what has been printed.
  • Verification Step V2 is an optional pre-screening test that is performed before analysing the full digital signature stored for the record against the scanned digital signature.
  • the rms values obtained in Scan Step S8 are compared against the corresponding stored values in the database record of the hit.
  • the 'hit' is rejected from further processing if the respective average values do not agree within a predefined range.
  • the article is then rejected as non-verified (i.e. jump to end and issue fail result).
  • Verification Step V4 is the main comparison between the scanned digital signature obtained in Scan Step S5 and the corresponding stored values in the database record of the hit.
  • the full stored digitised signature, di ⁇ db (i) is split into n blocks of q adjacent bits on k detector channels, i.e. there are qk bits per block.
  • a typical value for q is 4 and a typical value for k is 4, making typically 16 bits per block.
  • the qk bits are then matched against the qk corresponding bits in the stored digital signature d ⁇ b (i+j). If the number of matching bits within the block is greater or equal to some pre-defined threshold z t ⁇ , res ⁇ , then the number of matching blocks is incremented.
  • MFDs there are many forms of MFDs not necessarily thought of in the same way as copiers, printers, fax machines, digital sender and the like, which are nevertheless MFDs for the purpose of the present invention, including point of sale (POS) devices, automated teller machines (ATMs), air ticket boarding card readers, commercial printing presses and many other devices.
  • POS point of sale
  • ATMs automated teller machines
  • air ticket boarding card readers commercial printing presses and many other devices.
  • FIG. 13 is a schematic block diagram of a typical office network with MFDs.
  • the office network is depicted as a local area network (LAN) 72 which connects a server 78 with a number of user workstations 80 and also different types of MFD, namely a printer 22 as described above with reference to Figure 4A, a document centre 50 as described above with reference to Figure 4B, as well as a digital sender 70 and a fax machine 60 as described above with reference to Figure 4C.
  • the LAN is also connected to outside the office by an internet communication link 55 to connect to the internet 76 and by one or more telephone lines 65 leading directly from ones of the MFDs to the outside world.
  • the division between internal to the office and external is illustrated schematically by the dashed line 74.
  • FIG 14 is a schematic representation of software components of a document management system (DMS) 90 resident on the server 78.
  • the DMS stores documents 92.
  • the DMS also stores digital signatures 94 derived from physical instances of the documents using the signature reading techniques described above.
  • the stored digital signatures are associated with the documents to which they correspond in a database framework, most preferably the same database framework as used for the documents in the DMS. Since each digital signature represents a physical instance of a document, there may be multiple signatures for each document, e.g. one for each physical instance of the document tracked within the system, For the same reason, there may be no digital signature stored for a document, for example if that document has only ever been in electronic form.
  • a digital signature may be obtained for each page of a multi-page document, so the signature storage may be on a page-by-page basis for multi-page documents. For example, it may be that digital signatures are stored for pages 10-12 of a 20 page document, but for no other pages, if only this extract of the whole document has been printed into hard copy.
  • the DMS also stores document rights 96, in that there is a set of rights associated with each document, as is conventionally the case. The rights will be defined in terms of users of the system and the activities they are allowed to exercise over the document, such as read only, read and write, print and so forth.
  • the DMS also stores user identifiers (i.d.s) and user rights 98, as is conventionally the case, for example administrator, manager, operator etc. These are matched up to the document rights 96 to define permissible activities within the DMS.
  • FIG 15 is a schematic block diagram showing a copy job carried out by an MFD in accordance with the invention and its interaction with the DMS.
  • the MFD may be that shown in Figure 4B.
  • the copy job is initiated by placing a source or input document into the input tray 52 of the MFD.
  • Another control mode is that copying always proceeds regardless of whether a signature or other match is found, but acts differently depending on whether a match is found. Namely, if a match is found, the signature is associated with the existing electronic instance of the document stored in the DMS, whereas if no match is found, a new electronic instance of the document is stored in the DMS derived from the imager 100 through communication line 106, and the signature supplied through communication line 104. A document that only previously existed outside the DMS is thus added to the DMS automatically as part of the copying process. Further modifications may be envisaged, such as limits on the numbers of copies allowed.
  • the printer mechanism 102 which is conventional, then proceeds to generate the new physical instance of the document, i.e. the copy.
  • Figure 16 is a schematic block diagram showing a scan job carried out by an MFD in accordance with the invention and its interaction with the DMS. This may be carried out by a document centre of the form shown in Figure 4B.
  • the document feeder then supplies the document to a signature reader 10 which reads the signature and supplies it over the LAN to the DMS 90 via a signal line 104.
  • the MFD then creates a digital image of the document, i.e. an electronic instance thereof using the imager 100 which is a conventional component and uploads it to the DMS through communication line 106.
  • the signature reading and imaging stages may be reversed.
  • the DMS 90 thus receives both the scanned digital image of the source document and a signature of the source document.
  • the digital image is then stored as an image in the DMS and/or is subject to further processing such as optical character recognition (OCR) and conversion into a word processing file or other symbolic format. If the document is recognised by a signature match or other match, as described above in relation to the previous figure, the DMS will associate the new electronic instance of the document with existing electronic instances of the document. In all cases, the digital signature of the physical instance of the document fed into the scanner is associated with the relevant electronic instance(s) of the document stored in DMS.
  • OCR optical character recognition
  • the scanner may optionally include integral document disposal facility (not shown). This may be a shredder or other on-board destruction device, or a waste bin or a feed to a waste location. This may be the case if the scanner is dedicated to paperless archiving, or a scanner in the post room of a paperless organisation, where all incoming paper mail is immediately destroyed or otherwise disposed of as soon as it is scanned into the electronic systems.
  • integral document disposal facility not shown. This may be a shredder or other on-board destruction device, or a waste bin or a feed to a waste location. This may be the case if the scanner is dedicated to paperless archiving, or a scanner in the post room of a paperless organisation, where all incoming paper mail is immediately destroyed or otherwise disposed of as soon as it is scanned into the electronic systems.
  • FIG 17 is a schematic block diagram showing a receive fax job carried out by an MFD in accordance with the invention and its interaction with the DMS.
  • the MFD may be the MFD fax machine shown in Figure 4C for example.
  • the fax machine is the same as described in relation to receiving faxes, but the printer mechanism is not shown in the present figure, since it is not important for the transmit fax job in the context of the invention.
  • the transmit fax job is initiated by placing a source or input document into the input tray 52 of the MFD.
  • the document feeder then supplies the document to a signature reader 10 which reads the signature and supplies it over the LAN to the DMS 90 via a signal line 104.
  • the DMS 90 performs a signature verification process to establish if the signature is recognised as being associated with an existing document stored in the document management system.
  • the match/no match signal is then sent back to the MFD as a control signal 108 to imager 100 and/or transceiver 112.
  • the transmit fax command may be deleted if there is no match. Moreover, even if there is a match, the command may be deleted if the user attempting to send the fax does not have appropriate rights over the document.
  • the user may be identified by entering a user i.d. into the MFD using a keypad, by biometric verification or other conventional means.
  • the digital send job is initiated by placing a source or input document into the input tray 52 of the MFD.
  • the document feeder then supplies the document to a signature reader 10 which reads the signature and supplies it over the LAN to the DMS 90 via a signal line 104.
  • the MFD creates a digital image of the document, i.e. an electronic instance thereof, using the imager 100 and this is supplied over the LAN to the DMS 90 via a signal line 106.
  • the order of the signal reading and imaging may be reversed.
  • the DMS 90 then transmits an electronic instance of the document as an email attachment to the recipient over the internet 55. It will be understood that the transmission may in some cases be an internal email sent within the office.
  • the DMS 90 performs a signature verification process to establish if the signature is recognised as being associated with an existing document stored in the document management system.
  • email transmission is always permitted, but an electronic instance of the transmitted document is always stored in the DMS.
  • a new electronic instance of the document may be stored derived from the output of the imager, or, if the signature is recognised, merely information regarding the email transmission may be logged and associated with an existing electronic instance of the document.
  • Figure 20 is a schematic block diagram showing a print job carried out by an MFD in accordance with the invention and its interaction with the DMS.
  • the source document of the print job is an electronic instance of a document issued from the DMS 90.
  • the invention operates entirely passively in this example merely to store the digital signature of the new physical instance of the document created by the print job.
  • the dispose job is initiated by placing a source or input document into the input tray 52 of the MFD.
  • the disposal unit 57 On receipt of confirmation to dispose of the document (see further below), it is then supplied to a disposal unit 57 via a further signature reader 10 which re-scans the signature of the document and transmits it to the DMS 90 through communication line 110 to confirm that the document has been conveyed to the disposal unit 57.
  • the disposal unit 57 may be a storage unit, i.e. a confidential waste bin, integral with or separate from the MFD. Alternatively it may be a shredder or other destructive device.
  • disposal is aborted if the document to be disposed is not recognised as an existing document on the DMS, i.e. if there is no match in the verification process. Moreover, even if there is a match, the command may be deleted if the user attempting to dispose of the document does not have appropriate rights over the document.
  • the user may be identified by entering a user i.d. into the MFD using a keypad, by biometric verification or other conventional means. If disposal is aborted. the source document is ejected from the MFD, e.g. by being sent to an output tray thereof (not shown).
  • the invention may be used as part of a billing system to pay copyright royalties.
  • a billing system it can be important to pay appropriate royalties to publishers for any copies made in the library.
  • copies of copies can be automatically tracked, not just the original copy from the book or journal. Moreover, considerable saving in time and effort may be achieved by the automatic logging afforded by the invention.

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  • Engineering & Computer Science (AREA)
  • Business, Economics & Management (AREA)
  • Strategic Management (AREA)
  • Entrepreneurship & Innovation (AREA)
  • Human Resources & Organizations (AREA)
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  • General Business, Economics & Management (AREA)
  • General Physics & Mathematics (AREA)
  • Theoretical Computer Science (AREA)
  • Facsimiles In General (AREA)
  • Storage Device Security (AREA)
  • Document Processing Apparatus (AREA)

Abstract

L'invention concerne un procédé et un dispositif de gestion de documents mis en oeuvre dans un environnement de réseau comprenant un système de gestion de documents (DMS), au moins un dispositif multifonction (MFD) et un réseau connectant le système de gestion de documents aux MFD. Les fonctions de scanneur, télécopieur, copieur et imprimante du MFD sont intégrées dans un DMS au moyen de signatures obtenues à partir d'une caractéristique naturelle intrinsèque de copies papier de documents, telles que la granularité optique du papier, au moment où les copies papier sont traitées par le MFD. De cette manière, le cycle de vie des copies papier dans un bureau peut être consigné automatiquement dans le DMS, et les processus peuvent aussi éventuellement être surveillés selon les droits que possèdent les différents utilisateurs sur les documents.
PCT/GB2006/003969 2005-10-28 2006-10-25 Systeme et procede de gestion de documents physiques et electroniques WO2007049034A1 (fr)

Priority Applications (2)

Application Number Priority Date Filing Date Title
JP2008537189A JP2009514082A (ja) 2005-10-28 2006-10-25 物理的文書および電子文書を管理するシステムおよび方法
EP06794895A EP1952317A1 (fr) 2005-10-28 2006-10-25 Systeme et procede de gestion de documents physiques et electroniques

Applications Claiming Priority (4)

Application Number Priority Date Filing Date Title
US73153105P 2005-10-28 2005-10-28
GB0522037A GB2431759B (en) 2005-10-28 2005-10-28 Document management system
GB0522037.1 2005-10-28
US60/731,531 2005-10-28

Publications (1)

Publication Number Publication Date
WO2007049034A1 true WO2007049034A1 (fr) 2007-05-03

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ID=37689538

Family Applications (1)

Application Number Title Priority Date Filing Date
PCT/GB2006/003969 WO2007049034A1 (fr) 2005-10-28 2006-10-25 Systeme et procede de gestion de documents physiques et electroniques

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EP (1) EP1952317A1 (fr)
JP (1) JP2009514082A (fr)
RU (1) RU2008121242A (fr)
WO (1) WO2007049034A1 (fr)

Citations (8)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US4179212A (en) * 1977-09-06 1979-12-18 Xerox Corporation Demand publishing royalty accounting system
WO1991019614A1 (fr) * 1990-06-15 1991-12-26 Tel-Developments B.V. Securite d'objets ou de documents
US20030028494A1 (en) * 2001-08-06 2003-02-06 King Shawn L. Electronic document management system and method
EP1286315A1 (fr) * 2001-08-15 2003-02-26 Eastman Kodak Company Document authentique et méthode de sa fabrication
JP2003150585A (ja) * 2001-11-14 2003-05-23 Ricoh Co Ltd 文書管理装置
WO2004109479A1 (fr) * 2003-06-10 2004-12-16 Trodat Gmbh Procede de production et de verification d'une caracteristique d'authenticite d'un document
EP1557812A1 (fr) * 2003-10-14 2005-07-27 Matsushita Electric Industrial Co., Ltd. Procede d'affichage d'image et appareil d'affichage d'image
FR2866139A1 (fr) * 2004-02-06 2005-08-12 Yann Boutant Procede pour proteger de la lecture directe des informations sensibles, un support porteur de telles informations protegees et un procede de lecture de ces informations protegees

Family Cites Families (1)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
JP4653457B2 (ja) * 2004-02-09 2011-03-16 株式会社リコー セキュリティサーバ、文書セキュリティ管理システムおよび文書セキュリティ管理方法

Patent Citations (8)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US4179212A (en) * 1977-09-06 1979-12-18 Xerox Corporation Demand publishing royalty accounting system
WO1991019614A1 (fr) * 1990-06-15 1991-12-26 Tel-Developments B.V. Securite d'objets ou de documents
US20030028494A1 (en) * 2001-08-06 2003-02-06 King Shawn L. Electronic document management system and method
EP1286315A1 (fr) * 2001-08-15 2003-02-26 Eastman Kodak Company Document authentique et méthode de sa fabrication
JP2003150585A (ja) * 2001-11-14 2003-05-23 Ricoh Co Ltd 文書管理装置
WO2004109479A1 (fr) * 2003-06-10 2004-12-16 Trodat Gmbh Procede de production et de verification d'une caracteristique d'authenticite d'un document
EP1557812A1 (fr) * 2003-10-14 2005-07-27 Matsushita Electric Industrial Co., Ltd. Procede d'affichage d'image et appareil d'affichage d'image
FR2866139A1 (fr) * 2004-02-06 2005-08-12 Yann Boutant Procede pour proteger de la lecture directe des informations sensibles, un support porteur de telles informations protegees et un procede de lecture de ces informations protegees

Also Published As

Publication number Publication date
JP2009514082A (ja) 2009-04-02
RU2008121242A (ru) 2009-12-10
EP1952317A1 (fr) 2008-08-06

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