U.S. patent application number 09/859795 was filed with the patent office on 2001-11-01 for systems, processes and products for storage and retrieval of physical paper documents, electro-optically generated electronic documents, and computer generated electronic documents.
Invention is credited to Altman, Gerald.
Application Number | 20010036324 09/859795 |
Document ID | / |
Family ID | 46257750 |
Filed Date | 2001-11-01 |
United States Patent
Application |
20010036324 |
Kind Code |
A1 |
Altman, Gerald |
November 1, 2001 |
Systems, processes and products for storage and retrieval of
physical paper documents, electro-optically generated electronic
documents, and computer generated electronic documents
Abstract
Newly received or generated paper documents of different content
classifications are simply scanned under the control of a digital
processor at random in date/time order to produce corresponding
electronic images. Each paper document and its electronic image are
automatically assigned a unique date/time identifier. No matter how
the paper documents are classified, they simply are stacked in
sequential folders, which in turn are stacked in sequential boxes.
The folders and boxes are marked with the ranges of the date/time
identifiers that have been assigned. The digital processor creates
records that specify the classifications and the date/time
identifiers of the documents. The digital processor then: can
provide sets of electronic images that belong to selected content
classifications for working purposes, and can indicate the
locations of the paper documents in the folders and boxes whenever
the need arises.
Inventors: |
Altman, Gerald; (Auburndale,
MA) |
Correspondence
Address: |
Gerald Altman
Morse, Altman & Martin
6 Beacon Street
Boston
MA
02108
US
|
Family ID: |
46257750 |
Appl. No.: |
09/859795 |
Filed: |
May 17, 2001 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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09859795 |
May 17, 2001 |
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08882833 |
Jun 26, 1997 |
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6236767 |
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60020902 |
Jun 27, 1996 |
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Current U.S.
Class: |
382/305 ;
707/E17.008; 707/E17.058 |
Current CPC
Class: |
G06F 16/93 20190101;
Y10S 707/99932 20130101; Y10S 707/99953 20130101 |
Class at
Publication: |
382/305 |
International
Class: |
G06K 009/54 |
Claims
1. A system for processing corresponding pairs of original paper
documents and resulting electronic images, said system comprising:
(a) a scanner for producing said resulting electronic images from
said original paper documents to provide said pairs in an arbitrary
real time sequence; (b) each pair being automatically specified by
a unique date/time identifier; (c) a physical storage for
containing at least one physical collection of said paper documents
substantially in said real time sequence; (d) each of said paper
documents in said physical collection being logically classified by
said date/time identifier with the date/time identifiers of the
other paper documents in said physical collection; (e) said paper
documents in said physical collection being logically classified by
other identifiers into restricted virtual groups; (f) paper
documents of different ones of said restricted virtual groups being
intermingled physically throughout said physical collection; (g) an
electronic storage for containing at least one electronic
collection of said electronic images; (h) each of said electronic
images in said electronic collection being logically classified by
said date/time identifier with the date/time identifiers of the
other electronic images in said electronic collection; (i) said
electronic images in said electronic collection being logically
classified by said other identifiers into restricted image groups;
(j) digital processing means for recording said date/time sequence
and for presenting said restricted image groups; (k) said physical
storage having a plurality of physical containers for holding said
paper documents substantially in said real time sequence; (l) said
physical containers being uniquely marked with visual media
designating ranges of said date/time identifiers; and (m) paper
documents of different ones of said restricted virtual groups being
intermingled physically throughout said physical containers.
2. The system of claim 1 wherein said date/time identifiers specify
seconds.
3. A method of processing corresponding pairs of original paper
documents and resulting electronic images, said method comprising
the steps of: (a) producing said resulting electronic images from
said original paper documents by scanning to provide said pairs in
an arbitrary real time sequence; (b) automatically specifying each
pair by a unique date/time identifier; (c) storing in a physical
repository at least one physical collection of said paper documents
substantially in said real time sequence; (d) each of said paper
documents in said physical collection being logically classified by
a date/time identifier with the date/time identifiers of the other
paper documents in said physical collection; (e) said paper
documents in said physical collection being logically classified by
other identifiers into restricted virtual groups; (f) paper
documents of different ones of said restricted virtual groups being
intermingled physically throughout said physical collection;
PAPEC40358 (g) an electronic storage for containing at least one
electronic collection of said electronic images; (h) each of said
electronic images in said electronic collection being logically
classified by a date/time identifier with the date/time identifiers
of the other electronic images in said electronic collection; (i)
said electronic images in said electronic collection being
logically classified by said other identifiers into restricted
image groups; (j) digitally recording said date/time sequence and
selectively presenting said restricted image groups; (k) said
physical repository having a plurality of physical containers for
holding said paper documents substantially in said date/time
sequence; and (l) marking said physical containers with physical
media designating ranges of said date/time identifiers.
4. A document storage and retrieval system comprising a physical
system for filing a sequence of paper documents, a scanner for
converting said sequence of paper documents to a sequence of
electronic images at a sequence of date/time instances that specify
seconds, and an electronic system for filing said sequence of
electronic images, each one of said date/time instances uniquely
designating a matched pair of one of said paper documents and one
of said electronic images: (a) said physical system including a
primary physical repository and a plurality of secondary physical
repositories therein, selected ranges of said sequence of paper
documents corresponding to selected ranges of said date/time
instances, said selected ranges of said sequences of paper
documents being contained by selected ones of said secondary
physical repositories, said selected ones of said secondary
physical repositories being visually marked with physical indicia
corresponding to said selected ranges of said date/time instances;
(b) said electronic system presenting an electronic table
representing a grid containing rows of electronic records and
columns of electronic fields, said electronic fields including a
ONE electronic field and a plurality of MANY electronic fields,
said ONE electronic field including a sequence of date/time entries
that designate a corresponding sequence of said paper documents and
said electronic images, said MANY electronic fields including
arrangements of other entries that designate corresponding
arrangements of logical groups of said paper documents and logical
groups of said electronic images; (c) said logical groups of said
paper documents including virtual collections of said paper
documents that are intermingled throughout said secondary
repositories so as to be unadapted for immediate physical
compilation, the location in said secondary repositories of any one
paper document being indicated by a record that includes the
date/time instance by which said one paper document is uniquely
identified, said logical groups of said electronic images being
identified by logical groups of said electronic records so as to be
adapted for immediate electronic compilation.
5. The system of claim 4 wherein said primary depository is a box
and imprinted on said box are visual indicia specifying a limited
date/time range of physical documents therein.
6. The system of claim 4 wherein each of said secondary
depositories is a folder and imprinted on said folder are visual
indicia specifying a limited date/time range of physical documents
therein.
7. The system of claim 4 wherein said date/time in part specifies
seconds.
8. The system of claim 4 wherein said digital computer
automatically generates electronic date/time indicia in said ONE
field at each of said date/time instances.
9. A database system comprising a physical system and an electronic
system that process a plurality of pairs of paper documents and
electronic images: (a) the paper document and the electronic image
of each of said pairs being substantially identical visually; (b) a
scanner for producing said electronic images from said paper
documents to provide said pairs in an arbitrary real time sequence;
(c) each of said pairs being uniquely identified by one of a
succession of date/time entries in said primary field; (d) said
electronic system presenting an electronic table representing a
grid containing rows of electronic records and columns of
electronic fields; (e) at least one of said fields being a primary
field characterized by a date/time data type; (f) at least a
plurality of other fields being secondary fields characterized by
at least another data type; (g) said physical system including a
primary container and a plurality of secondary containers therein;
(h) a physical collection of said paper documents being deposited
in said plurality of secondary containers; (i) each of said pairs
being designated by one of said records; (j) said paper documents
in said physical collection being logically classified by said
other identifiers into restricted virtual groups; (k) paper
documents of different ones of said restricted virtual groups being
intermingled physically throughout said physical collection; (l)
the physical location of a particular document being indicated by a
particular one of said date/time instances; (m) electronic storage
for containing said collection of said electronic images; and (n) a
digital processor for recording said date/time sequence and for
presenting said restricted image groups.
10. A digital system for producing a collection of electronic
images from a collection of paper documents in an arbitrary
date/time sequence of transactions, the paper documents and
electronic images thereby being matched in pairs: (a) each pair
being uniquely identified by one of said date/time sequence of
transactions; (b) different pairs being classified by different
contents in different logical groups; (c) a primary physical
container and a plurality of secondary physical containers therein;
(d) ranges of said paper documents being deposited in said
secondary physical containers; (e) said ranges being uniquely
identified by corresponding ranges of said date/time sequence; (f)
said secondary physical containers being marked with physical
indicia corresponding to said ranges of said date/time sequence;
(g) an electronic table representing a grid containing rows of
electronic records and columns of at least a primary electronic
field and a plurality of secondary electronic fields; (h) entries
in said primary field identifying said date/time sequence of
transactions; (i) entries in said secondary fields identifying said
different logical groups; (j) paper documents identifying said
different logical groups being intermingled in said secondary
physical containers; (k) logical groups of electronic images being
organized by said entries in said secondary fields for electronic
presentation; (l) the date/time entry for any electronic image
indicating the physical location in said secondary containers of
the paper document represented thereby.
11. The digital system of claim 10 wherein said date/time sequence
specifies seconds.
12. A digital process for producing a collection of electronic
images from a collection of paper documents in an arbitrary
date/time sequence of transactions, the paper documents and
electronic images thereby being matched in pairs (a) uniquely
identifying each pair by one of said date/time sequence of
transactions; (b) different contents classifying different pairs in
different logical groups; (c) depositing ranges of said paper
documents in a plurality of secondary physical containers; (d)
depositing said plurality of secondary physical containers in a
primary physical container; (e) automatically identifying said
ranges of paper documents by corresponding ranges of said date/time
sequence; (f) marking said secondary physical containers with
physical indicia corresponding to said ranges of said date/time
sequence; (g) creating an electronic table representing a grid
containing rows of electronic records and columns of at least a
primary electronic field and a plurality of secondary electronic
fields; (h) inserting entries in said primary field identifying
said date/time sequence of transactions; (i) inserting entries in
said secondary fields identifying said different logical groups;
(j) intermingling paper documents identifying said different
logical groups in said secondary physical containers; (k)
organizing logical groups of electronic images by said entries in
said secondary fields for electronic presentation; (l) the
date/time entry for any electronic image indicating the physical
location in said secondary containers of the paper document
represented thereby.
13. The digital process of claim 12 wherein said date/time sequence
specifies seconds.
14. A document storage and retrieval system comprising a physical
system for filing a sequence of paper documents, a scanner for
converting said sequence of paper documents to a sequence of
electronic images at a sequence of date/time instances, and an
electronic system for filing said sequence of electronic images,
each one of said date/time instances uniquely designating a matched
pair of one of said paper documents and one of said electronic
images: (a) said physical system including a primary physical
repository and a plurality of secondary physical repositories
therein, selected ranges of said sequence of paper documents
corresponding to selected ranges of said date/time instances, said
selected ranges of said sequences of paper documents being
contained by selected ones of said secondary physical repositories,
said selected ones of said secondary physical repositories being
visually marked with physical indicia corresponding to said
selected ranges of said date/time instances; (b) said electronic
system presenting an electronic table representing a grid
containing rows of electronic records and columns of electronic
fields, said electronic fields including a primary electronic field
and a plurality of secondary electronic fields, said primary field
including a sequence of date/time entries that designate a
corresponding sequence of said paper documents and said electronic
images, said secondary fields including arrangements of other
entries that designate corresponding arrangements of logical groups
of said paper documents and logical groups of said electronic
images; (c) said logical groups of said paper documents including
virtual collections of said paper documents that are intermingled
throughout said secondary repositories so as to be unadapted for
immediate physical compilation, the location in said secondary
repositories of any one paper document being indicated by a record
that includes the date/time instance by which said one paper
document is uniquely identified, said logical groups of said
electronic images being identified by logical groups of said
electronic records so as to be adapted for immediate electronic
compilation.
15. The document storage and retrieval system of claim 14 wherein
said date/time instances specify seconds.
16. A document storage system comprising: (a) a physical system and
an electronic system for storing pairs of paper documents and
electronic images; (b) each of said pairs being specified by a
unique date/time identifier; (c) a physical storage for containing
at least one physical collection of said paper documents; (d) each
of said paper documents in said physical collection being logically
classified by said date/time identifier with the date/time
identifiers of the other paper documents in said physical
collection; (e) said paper documents in said physical collection
being logically classified by other identifiers into restricted
virtual groups; (f) paper documents of different ones of said
restricted virtual groups being intermingled physically throughout
said physical collection; (g) an electronic storage for containing
at least one electronic collection of said electronic images; (h)
each of said electronic images in said electronic collection being
logically classified by said date/time identifier with the
date/time identifiers of the other electronic images in said
electronic collection; (i) said electronic images in said
electronic collection being logically classified by said other
identifiers into restricted image groups; (j) digital processing
means for recording said date/time sequence and for presenting said
restricted image groups; (k) said physical storage having a
plurality of physical containers for holding said paper documents
in said date/time sequence; (l) said physical containers being
uniquely marked with visual media designating ranges of said
date/time identifiers; (m) paper documents of different ones of
said restricted virtual groups being intermingled physically
throughout said physical containers.
17. The document storage system of claim 16 wherein both said
physical system and said electronic system provide matched archival
termination indicia, which enable concomitant disposal of physical
documents and electronic images bearing the same date/time
termination indicia.
18. A system for processing corresponding pairs of original paper
documents and resulting electronic images, said system comprising:
(a) a physical system and an electronic system; (b) a scanner and a
printer, both operatively connected to said physical system and
said electronic system; (c) said physical system having a primary
physical repository and a plurality of secondary physical
repositories therein; (d) said secondary physical repositories
holding selected sequences of said physical documents corresponding
to selected ranges of date/time instances; (e) selected secondary
physical repositories receiving selected ranges of said selected
sequences of said physical documents; (f) selected primary
repositories receiving selected ranges of said selected secondary
repositories; (g) said selected physical repositories being
visually marked with physical indicia corresponding to selected
ranges of date/time instances; (h) said electronic system
containing a database that includes a plurality of electronic
tables, each representing a grid of rows of electronic records and
columns of electronic fields; (i) said electronic fields including
at least one primary electronic field and a plurality of secondary
electronic fields; (j) said primary field including entries of said
date/time instances that designate corresponding logical groups of
paper documents and corresponding logical groups of electronic
documents; (k) said secondary fields including other entries that
designate corresponding logical groups of the paper documents and
of the electronic documents; (l) said primary field and said
secondary field constituting an interactive combination of
electronic records, which specify the precise physical locations of
selected paper documents in terms of their date/time instances; (m)
said selected date/time instances designating selected logical
groups of said physical documents and selected logical groups of
electronic documents, said selected logical groups of the paper
documents being virtual collections that are intermingled
throughout said secondary repositories so as to be unadapted for
immediate physical compilation, said selected logical groups of
electronic documents being adapted for immediate electronic
compilation and presentation.
19. The system of claim 18 wherein said primary depositories
include file folders.
20. The system of claim 18 wherein said primary depositories
include file pockets.
21. The system of claim 18 wherein said selected sequences of said
physical documents are in the order of the
last-filed-physical-document-i- n-front.
22. The system of claim 18 wherein said selected sequences of said
physical documents are in the order of the
last-filed-physical-document-i- n-back.
23. The system of claim 18 wherein the earliest of the physical
sequence of paper documents and the earliest of the electronic
sequence of electronic images have the said date/time
identifier.
24. The system of claim 18 wherein said secondary depositories
include boxes.
25. The system of claim 18 wherein said secondary depositories
include shelves.
26. The system of claim 18 wherein said secondary depositories
include at least a room.
27. The system of claim 18 wherein said electronic files include
electronic image files and electronic work files.
28. The system of claim 18 wherein the content of a selected
resulting electronic image corresponds to a part of the
corresponding original paper document.
29. A system for processing multiple streams of original paper
documents that are assigned to said multiple streams by
predetermined criteria, each of said streams resulting in
corresponding pairs of said original paper documents and resulting
electronic images, said system comprising: (a) electro-optic means
for producing said resulting electronic images from said original
paper documents to provide said multiple streams of said pairs in
an arbitrary real time sequence; (b) each of said pairs being
automatically specified by a unique date/time identifier; (c) a
physical storage for containing at least one physical collection of
said paper documents substantially in said real time sequence; (d)
each of said paper documents in said physical collection being
logically classified by said date/time identifier with the
date/time identifiers of the other paper documents in said physical
collection; (e) said paper documents in said physical collection
being logically classified by other identifiers into restricted
virtual groups; (f) paper documents of different ones of said
restricted virtual groups being intermingled physically throughout
said physical collection; (g) an electronic storage for containing
at least one electronic collection of said electronic images; (h)
each of said electronic images in said electronic collection being
logically classified by said date/time identifier with the
date/time identifiers of the other electronic images in said
electronic collection; (i) said electronic images in said
electronic collection being logically classified by said other
identifiers into restricted image groups; (j) digital processing
means for recording said date/time sequence and for presenting said
restricted image groups; (k) said physical storage having a
plurality of physical containers for holding said paper documents
substantially in said real time sequence; (l) said physical
containers being uniquely marked with visual media designating
ranges of said date/time identifiers; and (m) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said physical containers.
30. The system of claim 29 wherein said date/time identifiers
specify seconds.
31. The system of claim 29 wherein said electro-optic means is a
scanner.
32. The system of claim 29 wherein said electro-optic means is a
camera.
33. A network system comprising: (a) a plurality of distributed
systems and a master system; (b) said distributed systems being at
different geographical locations; (c) said distributed systems
including distributed physical systems and distributed electronic
systems; (d) said master system being located at a particular
geographical location; (e) said master system including a master
physical system and a master electronic system; (f) said
distributed physical systems including scanners for processing
random sequences of paper documents to produce sequences of
electronic image documents in sequences of date/time instances; (g)
said master physical system including a master physical depository
for storing said random sequences of paper documents in storage
locations that are uniquely identified by said date/time instances;
(h) said master electronic system including a master electronic
database for storing said sequences of electronic image documents
in reference to said date/time instances; (i) said paper documents
in said storage locations being logically classified in terms of
said date/time instances; (j) said paper documents in said
sequences of paper documents being logically classified by other
identifiers into restricted virtual groups; (k) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said sequences of paper documents; (l) said
distributed electronic systems presenting said electronic image
documents in restricted electronic groups that correspond to said
restricted virtual groups.
34. The network system of claim 33 wherein said date/time instances
specify seconds.
35. A network system comprising: (a) a plurality of distributed
networks and a master network; (b) said distributed networks being
at different geographical locations; (c) said distributed networks
including distributed physical systems and distributed electronic
systems; (d) said master network being located at a particular
geographical location; (e) said master system including a master
physical system and a master electronic system; (f) said
distributed physical networks including scanners for processing
random sequences of paper documents to produce sequences of
electronic image documents in sequences of date/time instances; (g)
said master physical network including a master physical depository
for storing said random sequences of paper documents in a
collection of storage locations that are uniquely identified by
said date/time instances; (h) said master electronic system
including a master electronic database for storing said sequences
of electronic image documents in reference to said date/time
instances; (i) said paper documents in said storage locations being
logically classified in terms of said date/time instances; (j) said
paper documents in said physical collection being logically
classified by other identifiers into restricted virtual groups; (k)
paper documents of different ones of said restricted virtual groups
being intermingled physically throughout said sequences of paper
documents; (l) said distributed electronic systems presenting said
electronic image documents in restricted electronic groups that
correspond to said restricted virtual groups.
36. The network system of claim 35 wherein said date/time instances
specify seconds.
37. A network system for processing corresponding pairs of original
paper documents and resulting electronic images, said system
comprising: (a) a scanner for producing said resulting electronic
images from said original paper documents to provide said pairs in
an arbitrary real time sequence; (b) each pair being automatically
specified by a unique date/time identifier; (c) a physical storage
for containing at least one physical collection of said paper
documents substantially in said real time sequence; (d) each of
said paper documents in said physical collection being logically
classified by said date/time identifier with the date/time
identifiers of the other paper documents in said physical
collection; (e) said paper documents in said physical collection
being logically classified by other identifiers into restricted
virtual groups; (f) paper documents of different ones of said
restricted virtual groups being intermingled physically throughout
said physical collection; (g) an electronic storage for containing
at least one electronic collection of said electronic images; (h)
each of said electronic images in said electronic collection being
logically classified by said date/time identifier with the
date/time identifiers of the other electronic images in said
electronic collection; (i) said electronic images in said
electronic collection being logically classified by said other
identifiers into restricted image groups; (j) digital processing
means for recording said date/time sequence and for presenting said
restricted image groups; (k) said physical storage having a
plurality of physical containers for holding said paper documents
substantially in said real time sequence; (l) said physical
containers being uniquely marked with visual media designating
ranges of said date/time identifiers; (m) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said physical containers.
38. A method of processing corresponding pairs of original paper
documents and resulting electronic images, said system comprising:
(a) producing said resulting electronic images from said original
paper documents by scanning to provide said pairs in an arbitrary
real time sequence; (b) automatically specifying each pair by a
unique date/time identifier; (c) storing in a physical repository
at least one physical collection of said paper documents
substantially in said real time sequence; (d) each of said paper
documents in said physical collection being logically classified by
a date/time identifier with the date/time identifiers of the other
paper documents in said physical collection; (e) said paper
documents in said physical collection being logically classified by
other identifiers into restricted virtual groups; (f) paper
documents of different ones of said restricted virtual groups being
intermingled physically throughout said physical collection; (g) an
electronic storage for containing at least one electronic
collection of said electronic images; (h) each of said electronic
images in said electronic collection being logically classified by
a date/time identifier with the date/time identifiers of the other
electronic images in said electronic collection; (i) said
electronic images in said electronic collection being logically
classified by said other identifiers into restricted image groups;
(j) digitally recording said date/time sequence and selectively
presenting said restricted image groups; (k) said physical
repository having a plurality of physical containers for holding
said paper documents substantially in said date/time sequence; and
(l) marking said physical containers with physical media
designating ranges of said date/time identifiers.
39. A network system comprising: (a) a plurality of distributed
systems and a master system; (b) said distributed systems being at
different geographical locations; (c) said distributed systems
including distributed physical systems and distributed electronic
systems; (d) said master system being located at a particular
geographical location; (e) said master system including a master
physical system and a master electronic system; (f) said
distributed physical systems including scanners for processing
random sequences of paper documents to produce sequences of
electronic image documents in sequences of date/time instances; (g)
said master physical system including a master physical depository
for storing said random sequences of paper documents in storage
locations that are uniquely identified by said date/time instances;
(h) said master electronic system including a master electronic
database for storing said sequences of electronic image documents
in reference to said date/time instances; (i) said paper documents
in said storage locations being logically classified in terms of
said date/time instances; (e) said paper documents in said
sequences of paper documents being logically classified by other
identifiers into restricted virtual groups; (f) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said sequences of paper documents; (g) said
distributed electronic systems presenting said electronic image
documents in restricted electronic groups that correspond to said
restricted virtual groups.
40. The network system of claim 39 wherein said date/time instances
specify seconds.
41. A network system comprising: (a) a plurality of distributed
networks and a master network; (b) said distributed networks being
at different geographical locations; (c) said distributed networks
including distributed physical systems and distributed electronic
systems; (d) said master network being located at a particular
geographical location; (e) said master system including a master
physical system and a master electronic system; (f) said
distributed physical networks including scanners for processing
random sequences of paper documents to produce sequences of
electronic image documents in sequences of date/time instances; (g)
said master physical network including a master physical depository
for storing said random sequences of paper documents in a
collection of storage locations that are uniquely identified by
said date/time instances; (h) said master electronic system
including a master electronic database for storing said sequences
of electronic image documents in reference to said date/time
instances; (i) said paper documents in said storage locations being
logically classified in terms of said date/time instances; (e) said
paper documents in said physical collection being logically
classified by other identifiers into restricted virtual groups; (f)
paper documents of different ones of said restricted virtual groups
being intermingled physically throughout said sequences of paper
documents; (g) said distributed electronic systems presenting said
electronic image documents in restricted electronic groups that
correspond to said restricted virtual groups.
42. The network system of claim 41 wherein said date/time instances
specify seconds.
43. A network system for processing corresponding pairs of original
paper documents and resulting electronic images, said system
comprising: (a) a scanner for producing said resulting electronic
images from said original paper documents to provide said pairs in
an arbitrary real time sequence; (b) each pair being automatically
specified by a unique date/time identifier; (c) a physical storage
for containing at least one physical collection of said paper
documents substantially in said real time sequence; (d) each of
said paper documents in said physical collection being logically
classified by said date/time identifier with the date/time
identifiers of the other paper documents in said physical
collection; (e) said paper documents in said physical collection
being logically classified by other identifiers into restricted
virtual groups; (f) paper documents of different ones of said
restricted virtual groups being intermingled physically throughout
said physical collection; (g) an electronic storage for containing
at least one electronic collection of said electronic images; (h)
each of said electronic images in said electronic collection being
logically classified by said date/time identifier with the
date/time identifiers of the other electronic images in said
electronic collection; (i) said electronic images in said
electronic collection being logically classified by said other
identifiers into restricted image groups; (j) digital processing
means for recording said date/time sequence and for presenting said
restricted image groups; (k) said physical storage having a
plurality of physical containers for holding said paper documents
substantially in said real time sequence; (l) said physical
containers being uniquely marked with visual media referring to
ranges of said date/time identifiers; (m) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said physical containers.
44. A database for storing and retrieving physical documents and
electronic documents, said database comprising: (a) a physical
system and an electronic system; (b) said physical system and said
electronic system providing a logical sequence of pairs of said
physical documents and said electronic documents; (c) said pairs
being identified by a logical sequence of the date/time instances
of their creation; (d) the physical document and the electronic
document of each of said pairs being substantially identical
visually; (e) selected pairs of said physical documents and said
electronic documents containing the records of a selected class
from a universe of classes; (e) said physical system containing a
master set of said physical documents divided into a plurality of
subsets of said physical documents; (f) the physical sequence of
said physical documents substantially corresponding to said logical
sequence of said date/time instances of their creation; (g) said
records of said selected class thereby being intermingled with each
other within said plurality of said subsets of said physical
documents; (h) separators between said subsets having visual
markings that connote the ranges of said date/time instances of the
physical documents in said subsets; (i) said electronic system
presenting a plurality of electronic tables, each of said tables
representing a grid containing rows of electronic records and
columns of electronic fields; (j) at least one of said fields being
a first primary field characterized by a date/time data type,
selected entries in said first primary field identifying selected
date/time instances; (k) at least another of said fields being a
second primary field characterized by another data type, selected
entries in said second primary field identifying selected classes
from said universe of classes; (l) said physical system being
operative to enable location of selected physical documents that
identify a selected class, said selected physical documents
constituting a virtual file of selected records associated with
said selected class; (m) said electronic system including a digital
processor for presenting electronic sets of selected electronic
documents; (n) said electronic system being operative to enable
presentation of selected electronic documents that identify a
selected class, said selected electronic documents constituting an
assembled electronic file of selected records associated with said
selected class; (o) the physical location of any particular one of
said physical documents being indicated by its date/time instance
as presented by said electronic tables.
45. The system of claim 44 wherein said separators include slip
sheets.
46. The system of claim 44 wherein said separators include file
folders.
47. The system of claim 44 wherein said separators include file
pockets.
48. The system of claim 44 wherein said date/time instances in part
specify seconds.
49. A system for processing paper documents and electronic
documents, said paper documents including original paper documents
and computer generated paper documents, said electronic documents
including electronic image documents and electronic work documents,
said paper documents and said electronic documents including
corresponding pairs of original paper documents and resulting
electronic images, said system comprising: (a) a scanner for
producing said resulting electronic images from said original paper
documents to provide said pairs in an arbitrary real time sequence;
(b) each pair being automatically specified by a unique date/time
identifier; (c) a physical storage for containing at least one
physical collection of said paper documents substantially in said
real time sequence; (d) each of said paper documents in said
physical collection being logically classified by said date/time
identifier with the date/time identifiers of the other paper
documents in said physical collection; (e) said paper documents in
said physical collection being logically classified by other
identifiers into restricted virtual groups; (f) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said physical collection; (g) an electronic
storage for containing at least one electronic collection of said
electronic images; (h) each of said electronic images in said
electronic collection being logically classified by said date/time
identifier with the date/time identifiers of the other electronic
images in said electronic collection; (i) said electronic images in
said electronic collection being logically classified by said other
identifiers into restricted image groups; (j) digital processing
means for recording said date/time sequence and for presenting said
restricted image groups; (k) said physical storage having a
plurality of physical containers for holding said paper documents
substantially in said real time sequence; (l) said physical
containers being uniquely marked with visual media designating
ranges of said date/time identifiers; and (m) paper documents of
different ones of said restricted virtual groups being intermingled
physically throughout said physical containers.
50. The system of claim 49 wherein said date/time identifiers
specify seconds.
Description
CROSS-REFERENCES TO RELATED APPLICATIONS
[0001] The present application is a continuation-in-part of
co-pending application Ser. No. 08/882,833, filed on Jun. 26, 1997
in the name of Gerald Altman for System and Method for Storing and
Retrieving Matched Paper Documents and Electronic Images, which in
turn is based upon the disclosure and filing date of provisional
Application No. 60/020,902, filed on Jun. 27, 1996 in the name of
Gerald Altman for Matched Electronic And Paper Documents In An
Integrated Storage And Retrieval System.
BACKGROUND OF THE INVENTION
[0002] 1. Field of the Invention
[0003] The present invention relates to systems, processes and
products for the storage and retrieval of documentary information,
including: physical documents, e.g. paper or photographic
documents; corresponding electro-optically generated electronic
documents, e.g. digital images produced by scanning or photography;
and computer generated electronic documents, e.g. digital text,
tables, spreadsheets, etc. produced by word processing, optical
character recognition, intelligent document recognition, and/or
digital graphics produced by computer aided design.
[0004] 2. Description of the Related Art
[0005] Numerous systems and processes have been proposed for the
storage and retrieval of documentary information. Traditional
practices over the centuries, of course, have involved storage and
retrieval by manually accessing indexed arrangements of original
papers and other "hard copies" in folders, boxes, shelving and
cabinets. Later practices have involved photographically reducing
the original papers to produce indexed miniaturizations in
microfilm spools or microfiche sheets, storing the spools or sheets
in indexed containers, folders or other physical repositories, and
retrieving images or hard copies of the miniaturizations by optical
projection or photographic reproduction.
[0006] Now there is a proliferation of proposals for digital
computer systems that opto-electronically scan original papers or
other physical documents to create electronic representations in
computer memory, to store digital records of these representations
in magnetic and/or optical media, and to retrieve images or hard
copies corresponding to these records electro-magnetically or
electro-optically. It is common experience that effective paper
filing systems have required unerring care by trustworthy persons
who have some understanding of the business or other activity
involved. Considerable reliance often has been placed on the memory
of such persons, who have a tendency to become "indispensable" in
mission critical situations. Moreover, even a generally effective
system often is not conducive to physical and logical arrangements
capable of implementing prompt storage and retrieval without
constant inquiries to and guidance by professional level personnel.
Finally, of course, a paper file is available to only one person at
a time unless hard copies are made, in which case undesired paper
proliferation occurs.
[0007] Although a few, but not all, of these problems are
alleviated by the use of microfilm and microfiche, new and
different problems arise. It is true that a large number of
photographic miniaturizations can be stored in a much smaller space
than an equivalent number of original papers. However, problems of
storing and retrieving containers and folders of microfilm and
microfiche are not unlike problems of storing and retrieving
batches of their paper counterparts. More important, producing,
imaging and retrieving photographic miniaturizations often are
costly procedures requiring unwieldy hardware. As a practical
matter, microfilm and microfiche may be limited to archival-type
documentation that may not be compatible with a dynamic work
environment.
[0008] Modern advances in low cost computer architecture,
particularly, faster clock speeds, higher resolution displays, and
denser storage media, have generated discussions of whether or not
a "paperless office" is possible, and, indeed, what is the meaning
of "paperless office". The difficulties mentioned above in
connection with the storage and retrieval of paper documents, in a
work environment, make it clear that minimization of the use of
paper must be a preeminent practical objective. A critical
advantage of electronic files over paper, microfilm, and microfiche
files is that electronic files can be readily stored, sorted,
retrieved and reorganized.
[0009] It is apparent that electronic files are capable of
obviating tedious manipulation of original paper files when there
may be no further need ever to refer to them. Nevertheless, despite
the rapid growth of electronic filing, paper documents continue to
proliferate. In many cases, reference to papers or other original
physical documents, even if infrequent, may be essential. For
example, original physical documents may be required or desired:
(1) in litigation where particular rules of evidence may pertain;
(2) as backup in the event that lost or faulty electronic images
are discovered later; (3) in major commercial, financial and
insurance dealings where physical signatures may be important or
merely may be perceived to be important; (4) in internet
transactions where the parties do not meet legal requirements for
dispensing with paper signatures; (5) as backup for technical
graphics, precision photographs, medical diagnostics, and the like,
where differences in resolution between images and originals may
become critical; (6) as backup in the event of corruption of
electronic files; and (7) as complete copies of voluminous
treatises in which only the table of contents and/or other selected
portions may be imaged as a matter of convenience.
[0010] Another very possible reason for the continued proliferation
of paper is a natural reluctance on the part of many to discard
original paper files even after they have been imaged and stored in
electronic media. For many, it simply may be difficult to overcome
a habitual predilection to keep paper documents, and to accept the
idea that electronic media, in many cases, is a secure and
relatively versatile substitute. For many others, some types of
paper documents, much of the time, simply are more comfortable to
use, e.g. books, periodicals, etc.
[0011] Modern society demands knowledge work that is appropriate
for the information age. The requirements are that: relatively low
paying manual work, like filing paper documents, must be phased
out; and relatively high paying knowledge work, like processing
electronic documents, must be phased in. The fact is that total
elimination of paper documents may be unachievable and/or
undesirable. Rather, the present invention is based on clearly
recognizing that there is an optimal interaction, in every
commercial and technical situation, between minimizing the inherent
inefficiency of storing and indexing paper documents, and
maximizing the inherent efficiency of storing and indexing
electronic documents.
[0012] Much confusion has been encountered in implementing systems
that are based on: (1) imaged electronic documents of the type that
are created by scanning or photographing paper documents and the
like, (2) original paper documents themselves, and (3) computer
generated electronic documents of the type that are created by word
processing or graphics programs, e-mail or facsimile transmissions,
and the like. The following are some of the conflicts involved:
whether to store bit maps based on simple scanning, or text
resulting from optical character recognition, or both; whether to
mix optically generated electronic documents and computer generated
electronic documents; to what extent the storage of optically
generated electronic image files should mirror the storage of the
original paper documents; whether or not an original paper filing
system should be retained without change; whether or not a system
is so sophisticated that computer literate professional level
operators and/or supervisors are required; and whether or not a
system is so rudimentary that even entry level operators may be
sufficiently trustworthy.
[0013] The foregoing problems are greatly magnified (1) in systems
dealing with law, medicine, finance, insurance, engineering and
other disciplines, where difficulties may be encountered in
retaining specifically knowledgeable personnel, and (2) in
networked systems, where difficulties may be encountered
particularly in standardizing procedures for the physical storage
and retrieval of original physical paper documents, and, possibly,
hard paper copies of electro-optically generated and computer
generated documents, at disparate locations.
[0014] There is a requirement for systems in which the physical
filing of paper documents is radically simplified, in which access
to the locations of infrequently needed paper documents is
precisely indicated, and in which optically generated electronic
documents and computer generated electronic documents are clearly
differentiated.
DEFINITIONS
[0015] In order to maintain clarity, the present document adopts
the following definitions:
[0016] (I) physical documents (sometimes abbreviated to physical
files) are defined herein as actual paper documents or actual
photographs or the like, of the type that are manually tangible and
visually perceptible;
[0017] (II) electronic image documents (sometimes abbreviated to
image documents or image files) are defined herein as electronic
files of the type that are generated electro-optically by scanning
or photographing physical documents such as actual paper documents,
photographs, and the like. In one form, these electronic image
documents are bitmap documents;
[0018] (III) electronic work documents (sometimes abbreviated to
work documents or work files) are defined herein as electronic
documents that are generated in a computer by a word processor
program, a spreadsheet, a computer aided design program, e-mail,
facsimile, or the like. These electronic work documents may be in
such formats as "pdf" (portable digital format) such as that sold
by Adobe Systems, Inc., or as XML (Extensible Markup Language) such
as that being adopted by Microsoft Corporation and others.
[0019] (IV) electronic documents (sometimes referred to as
electronic files) include electronic image documents and electronic
work documents.
BRIEF SUMMARY OF THE INVENTION
[0020] The primary object of the present invention is to provide,
for the storage and retrieval of physical documents,
electro-optically generated electronic documents, and computer
generated electronic documents: systems, processes and products,
which facilitate the use of electronic documents rather than
physical documents whenever feasible or acceptable, and which
facilitate the use of physical documents rather than electronic
documents whenever necessary or preferred. The result is less
individual and organizational frustration, and more creative use of
time.
[0021] Pursuant to the present invention, at any isolated location
or at any one or more locations in an enterprise comprising a
network or group of networks: (1) newly received or generated
electronic documents are simply entered at random in a sequence of
date/time instances by computer generation and/or by
electro-optical processing of physical documents; (2) the records
of the electronic documents reference the date/time instances that
constitute unique identifiers; (3) each of the physical documents
is added to the beginning or the end of a cumulative stack in which
its location is indicated by its date/time instance; and (4) the
electronic documents are processed and organized to provide the
electronic equivalent of virtual files that include related
physical and electronic documents.
[0022] A preferred embodiment of the present invention includes a
physical system and an electronic system. The physical system is
characterized by a primary physical repository and a plurality of
secondary physical repositories therein or thereon, which hold
selected sequences of physical documents corresponding to selected
ranges of the date/time instances. The selected ranges of the
sequences of physical documents are contained by selected ones of
the secondary physical repositories. The selected ones of the
secondary physical repositories are visually marked with physical
indicia corresponding to the selected ranges of the date/time
instances. The electronic system is characterized by electronic
tables, each representing a grid containing rows of electronic
records and columns of electronic fields, the electronic fields
including a plurality of primary (or ONE or key) electronic fields,
and a plurality of secondary (or MANY or non-key) electronic
fields. One of the primary fields includes date/time entries that
uniquely designate corresponding logical groups of physical
documents and corresponding logical groups of electronic documents.
These date/time entries designate the precise physical locations of
the corresponding physical documents. The secondary fields include
other entries that designate other corresponding logical groups of
physical documents and electronic documents. Such other groups of
physical documents, in effect, are virtual groups of physical
documents.
[0023] The result is an interactive combination of electronic
records, which specify the precise physical locations of selected
physical documents in terms of their date/time instances. Thus,
selected logical groups of physical documents are virtual
collections that are intermingled throughout the secondary
repositories in a manner that does not permit them to be
immediately available for physical compilation. On the other hand,
such virtual collections correspond to selected logical groups of
electronic images that are immediately available for electronic
compilation and presentation.
BRIEF DESCRIPTION OF THE DRAWINGS
[0024] For a fuller understanding of the nature and objects of the
present invention, reference is made to the following
specification, which is to be taken in connection with the
accompanying drawings wherein:
[0025] FIG. 1 illustrates a system, process and storage showing the
processing of a single stream of documents pursuant to the present
invention.
[0026] FIG. 1a shows a block diagram of the system, process and
storage of FIG. 1.
[0027] FIG. 2 illustrates a graphical user interface having
date/time indexing features and an imaging window that displays
thumbnail views of documents, the entries of which fall within a
specific date/time interval.
[0028] FIG. 3 illustrates a graphical user interface having
date/time indexing features and an imaging window that displays a
blow-up view corresponding to one of the thumbnail views of FIG. 2,
the entries of which fall within a specific date/time interval.
[0029] FIG. 4 illustrates printouts of pressure sensitive labels
for folders containing batches of physical documents and for boxes
containing batches of such folders.
[0030] FIG. 5 illustrates a file folder having visual indicia
specifying a date/time interval that bounds a sequence of physical
documents of the type corresponding to the thumbnail images of FIG.
2.
[0031] FIG. 6 illustrates a box having visual indicia specifying a
date/time interval that bounds a sequence of file folders of the
type corresponding to the file folder of FIG. 5.
[0032] FIG. 7 illustrates an Entity Code Table of a relational
database pursuant to the present invention.
[0033] FIG. 7a is a listing of details of the Entity Code Table of
FIG. 7.
[0034] FIG. 8 illustrates a Document Entry Table of the relational
database of FIG. 7 pursuant to the present invention.
[0035] FIG. 8a is a listing of details of the Document Entry Table
of FIG. 8.
[0036] FIG. 9 illustrates a File Table of the relational database
of FIGS. 7 and 8 pursuant to the present invention.
[0037] FIG. 9a is a listing of details of the File Table of FIG.
9.
[0038] FIG. 10 illustrates a Task Table of the relational database
of FIGS. 7, 8, and 9 pursuant to the present invention.
[0039] FIG. 10a is a listing of details of the Task Table of FIG.
10.
[0040] FIG. 11 is a diagram showing relationships among the
aforementioned tables of FIGS. 7 through 10.
[0041] FIG. 12 is a query table that enables the retrieval of
electronic images and identifies the locations of their physical
counterparts, pursuant to MainCodeID and FileNo selections.
[0042] FIG. 13 illustrates a graphical user interface presenting a
rendition of the results of a query pursuant to the query table of
FIG. 12.
[0043] FIG. 14 illustrates a system, process and storage showing
the processing of multiple streams of documents pursuant to the
present invention.
[0044] FIG. 14a shows a block diagram of the system, process and
storage of FIG. 14.
[0045] FIG. 15 illustrates printouts, for one of the streams of
FIG. 14, of pressure sensitive labels for folders containing
batches of physical documents and for boxes containing batches of
such folders.
[0046] FIG. 16 illustrates printouts, for another of the streams of
FIG. 14, of pressure sensitive labels for folders containing
batches of physical documents and for boxes containing batches of
such folders.
[0047] FIG. 17 is a query table that enables the retrieval of
electronic images and identifies the locations of their physical
counterparts, pursuant to MainCodeID, FileNo, and DocEntryLocation
selections.
[0048] FIG. 18 illustrates a graphical user interface presenting a
rendition of the results of a query pursuant to the query table of
FIG. 17.
[0049] FIG. 19 illustrates a system, process and storage showing
the processing of multiple streams of documents from multiple
locations pursuant to the present invention.
[0050] FIG. 19a shows a block diagram of the system, process and
storage of FIG. 19.
[0051] FIG. 20 illustrates printouts, for one of the streams of
FIGS. 19 and 19a, of pressure sensitive labels for folders
containing batches of physical documents and for boxes containing
batches of such folders.
[0052] FIG. 21 illustrates printouts, for another of the streams of
FIGS. 19 and 19a, of pressure sensitive labels for folders
containing batches of physical documents and for boxes containing
batches of such folders.
[0053] FIG. 22 illustrates printouts, for another of the streams of
FIG. 20, of pressure sensitive labels for folders containing
batches of physical documents and for boxes containing batches of
such folders.
[0054] FIG. 23 is a query table that enables the retrieval of
electronic images and identifies the locations of their physical
counterparts, pursuant to MainCodeID, FileNo, and DocEntryLocation
selections.
[0055] FIG. 24 illustrates a graphical user interface presenting a
rendition of the results of a query pursuant to the query table of
FIG. 23.
[0056] FIG. 25 illustrates a file pocket that is well adapted for
receiving and securing batches of paper documents that have been
scanned or other physical objects that have been photographed
pursuant to the present invention;
[0057] FIG. 26 is a front plan view of the file pocket of FIG.
25;
[0058] FIG. 27 is an end view of the file pocket of FIG. 26;
[0059] FIG. 28 is a bottom plan view of the file pocket of FIG.
26;
[0060] FIG. 29 is a layout view of the blank from which the file
pocket of FIG. 28 is constructed;
[0061] FIG. 30 illustrates an alternative stream of physical
batches of paper documents and date/time dividers being stored in a
box pursuant to the present invention; and
[0062] FIG. 31 illustrates optional steps for retrieving and
refilling batches of physical documents pursuant to the present
invention.
DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS
[0063] The Physical and Electronic Systems of FIGS. 1 to 6
[0064] As shown in FIGS. 1 and 1a, the illustrated embodiment of
the present invention comprises a master system that includes a
physical system 30 and an electronic system 32. These systems share
an electro-optical scanner or camera 34. Scanner or camera 34
processes random sequences of physical paper documents 36 to
produce sequences of electronic image documents 56 in sequences of
date/time instances.
[0065] Sequences of paper or plastic depositories in the form of
file folders (or file pockets) 38 in turn store the sequences of
paper documents 36. As is shown in FIG. 5, each of folders 38 is
marked with indicia 40, 42, which indicate the beginning and ending
of the range of date/time instances of the paper documents there
within. Sequences of depositories in the form of cardboard or
plastic boxes 44 store the sequences of folders 38. As is shown in
FIG. 6, each of boxes 44 is marked with indicia 46, 48, which
indicate the beginning and ending of the range of date/time
instances of the folders there within.
[0066] Electronic system 32 includes a computer workstation 50 that
is operatively connected to scanner 34 for transmission to the
scanner of control signals, and receipt from the scanner of data
signals representing image documents and their unique date/time
instance identifiers. Workstation 50 controls the production by
scanner 34 of electronic image documents 56, e.g. vector and bitmap
images, and generates electronic work documents 57, e.g. from text
and graphics programs, or from e-mail or facsimile transmissions.
Electronic image documents 56 and electronic work documents 57 are
grouped as electronic documents 59.
[0067] Workstation 50 controls a printer 52 for producing labels as
in FIGS. 4, and transmits digital information, including the
date/time instances of their creation, for recording in a database
in an electronic storage 54. Electronic storage 54 typically takes
the form of magnetic, optical, or magneto-optical media, e.g. disks
or tape. As shown in FIGS. 2 and 3, workstation 50 can present the
image documents generated by scanner 34 as thumbnail views 56 or
blow-up views 58.
[0068] As shown in FIG. 1, physical system 30 includes a plurality
of shelves 60. Stored on these shelves are boxes 44 (and/or other
bundles), which contain folders 38 (and/or other physical
repositories). As stated previously in connection with FIGS. 4, 5,
and 6, each of the boxes 44 in FIG. 1 is marked with indicia 46,
48, which indicate the beginning and ending of the range of
date/time instances of the folders there within.
[0069] Preferably, indicia 40, 42, 46, and 48 are presented in both
date/time alphanumeric characters and date/time bar code. In an
alternative embodiment, these indicia are presented in other
alphanumeric characters and/or other bar codes that indirectly
refer to date/time instances. The arrangement is such that any of
the boxes themselves, or any of the folders they contain are
available for convenient visual or optical retrieval. Furthermore,
any of the papers there within are available for convenient visual
and manual retrieval because of the relatively isolated short
stacks in which they are confined.
[0070] The Relational Database of FIGS. 7 to 11
[0071] Electronic system 32 provides and controls a relational
database 61, which includes: an Entity Code Table 62 as shown in
FIGS. 7 and 7a; a Document Entry Table 64 as shown in FIGS. 8 and
8a; a File Table 66 as shown in FIGS. 9 and 9a; and a Task Table 68
as shown in FIGS. 10 and 10a.
[0072] The Entity Code Table, which is shown at 62 in FIG. 7 and
described in 7a, includes a Main_Code_ID field, which identifies
each entity in the database by a unique code, and a Main_Code_Class
field, which characterizes each such entity as an organization or
individual. A preferred code, which is not novel per se, comprises
as values either of the following. (1) In the case of an
organization, the code consists of the first five alphanumeric
characters of a company name plus a successive integer beginning
with 001. (2) In the case of an individual, the code consists of
the first five alphanumeric characters of the individual's surname
plus a successive integer beginning with 001. The successive
integer serves to distinguish codes of companies and individuals
that are otherwise the same. The Entity Code Table also includes a
Related_Code_ID field, which may identify a secondary selection
from the Main_Code_ID, and a Related_Code_Class field, which may
indicate one of a class of relationships, i.e. contact, officer,
adversary, etc., between the Main_Code_ID field and the
Related_Code_ID field.
[0073] The Document Entry Table, which is shown at 64 in FIG. 8 and
described in FIG. 8a, includes a Doc_Entry_Date_Time field, which
contains Date_Time values that uniquely identify the
electro-optical or computer-generated presentations, i.e. values,
in the Doc_View field. Preferably, a unique value in the
Doc_Entry_Date_Time field is generated automatically by the system
during scanning or computer generation, preferably in terms of
year, month, day, hour, minute and second (yy, mm, dd, hh, nn, ss).
As a practical matter, a duplicate automatically generated value in
the date/time field is precluded in many server systems since any
slight automatic delay will cause the generation of a second
nonduplicate value. Thus each electro-optically generated document
or computer-generated document is uniquely identified at the moment
of its creation by a date/time entry. The data type of the Doc_View
field is any electronic document, i.e. data object, that is
supported by the electronic system, whether image, text, vector or
bit map.
[0074] The File Table, which is shown at 66 in FIG. 9 and described
in FIG. 9a, includes a File_Name field, each value of which is a
unique identifier of a particular class or category, and an
Official_No field, which, for example, may refer to a government
agency serial number or registration number, a court docket number,
a medical plan or group number, an insurance policy number, a
retail or wholesale customer number, a law practice client number,
a medical practice patient number, or the like. Pursuant to the
present invention, physical documents of different entities, which
may be classified in any such File_Name or Official_No field, are
randomly dispersed throughout the primary and secondary
repositories of physical system 30.
[0075] The Task Table, which is shown at 67 in FIG. 10 and
described in FIG. 10a, includes: a Main_Code_ID field, which
typically refers to a value that is indexed in the Main_Code_ID
field of Entity Code Table 62; an Our-File_No field, which
typically refers to a value that is indexed in the File_Name field
of File Table 66; and a Designated_Rep field, which typically
indicates the person responsible for performing any required task
as referenced in a value that is indexed in the Main_Code_ID field
of Entity Code Table 62.
[0076] As shown in FIG. 11, the following relational links exist
among the tables of the illustrated relational database. The
Main_Code_ID of the Entity-Code Table is linked to the Main_Code_ID
fields of the Doc Entry Table and the Task Table. The Our_File_No
field of the File Table is linked to the Our_File_No fields of the
Doc Entry Table and the Task Table. The arrangement is such that
the specific location of any physical document is available to any
person classified in the Designated Rep field of the Task Table, no
matter who is the person who entered the physical document in the
system.
[0077] The Query of FIGS. 12 and 13
[0078] FIGS. 12 shows a Query Table 68 and FIG. 13 shows a computer
having a graphical user interface 70, which demonstrate the
retrieval, from an electronic form 72, of an electronic document 74
and the precise physical location 76 of the corresponding physical
document.
[0079] The Physical and Electronic Systems of FIGS. 14 TO 16
[0080] FIG. 14 shows a master system that includes a physical
system 80 and an electronic system 82. These systems are associated
with a relational database configuration of the type shown in FIGS.
7 to 11. The physical and electronic systems share a scanner 84 and
a printer 86.
[0081] Scanner 84 processes random sequences of paper documents 88a
and 88b to produce sequences of electronic image documents in
sequences of date/time instances. Printer 86 produces physical
visual indicia that show the start and finish of any such sequence
of date/time instances. As will be explained in greater detail
below, physical system 80 processes two physical document streams
88a and 88b. Sequences of physical documents of the first physical
document stream 88a are archived permanently. Sequences of physical
documents of the second physical document stream 88b are archived
for a limited term or terms.
[0082] In first physical document stream 88a, sequences of physical
folders 92a store sequences of paper documents 88a from the
scanner, and sequences of boxes 94a in turn store the sequences of
folders 92a. In second document stream 88b, sequences of physical
folders 92b store sequences of paper documents 88b from the
scanner, and sequences of boxes 94b in turn store the sequences of
physical folders 92b. The destination of folders 92a and boxes 94a
is physical Location A at 104a. The destination of folders 92b and
boxes 94b is Location B at 104b. The physical folders and boxes
typically are constructed from inexpensive materials, composed, for
example, of cardboard, plastic or the like.
[0083] As is shown in FIGS. 15, the physical visual indicia for the
folders and boxes of the first physical stream are respectively in
the form of pressure sensitive labels 96a and 98a, which
respectively are mounted on the release plastic coated faces of
carrier sheets 100a and 102a, respectively. When labels 96a and 98a
are peeled from carrier sheets 100a and 102a and applied to folders
92a and boxes 94a, respectively, the printed indicia indicate the
start and finish of the range of date/time instances of the paper
documents there within, and additionally the physical destination,
location A, of the relevant document stream. Similarly, when labels
96b and 98b are peeled from carrier sheets 100b and 102b and
applied to folders 92b and boxes 94b, respectively, the printed
indicia indicate the start and finish of the range of date/time
instances of the paper documents there within, and additionally the
physical destination, location B, of the relevant document
stream
[0084] As shown in FIG. 14, distinguishably marked boxes 94a and
94b, are stored on shelves 104a and 104b in physical locations A
and B, respectively. Location A receives those physical documents
that are to be archived permanently, and location B receives those
documents that are to be archived for a limited term that ends on a
date certain.
[0085] Electronic system 82 includes a workstation 106 and an
electronic storage 108 that contains a relational database 109.
Workstation 106 is operatively connected to scanner 84 for
transmission to the scanner of control signals that synchronize the
generation of date/time instances, and that receive from the
scanner data signals representing electronic image documents and
their date/time identifiers.
[0086] As indicated earlier, workstation 106 also generates
electronic work documents 107 other than electronic image
documents, i.e. those produced by word processing or computer aided
design, or those received by transmission from local area or wide
area networks, facsimile, or the Internet. All such electronic work
documents, like all of the aforementioned electronic image
documents, are uniquely identified by date/time instances that are
assigned at the time of their production by computer generation,
transmission or reception. These electronic image documents and
electronic work documents are collectively shown as electronic
documents 111.
[0087] Workstation 106 is operatively connected to electronic
storage 108 for transmission to and retrieval from storage 108 of
control and data signals that represent electronic image documents
and electronic work documents, and their date/time identifiers.
These electronic documents are image documents and work documents
in any of various bitmap, vector, text or other formats, such as
the PDF (Portable Document Format) format promulgated by Adobe
Systems, Inc., or the XML (Extensible Markup Language) format
promulgated by Microsoft Corporation among others.
[0088] In the manner shown in FIGS. 2 and 3, workstation 106 can
present the electronic image documents and the electronic work
documents as thumbnail views or blow-up views. Workstation 106 is
operatively connected to printer 86 for transmission to and receipt
from the printer of control signals for the production of physical
documents. These physical documents include labels 96a, 98a, 96b,
and 98b, as well as read-outs of logical sets of records that are
retrieved from electronic storage 108.
[0089] The Query of FIGS. 17 and 18
[0090] FIG. 17 shows a Query Table 110 and FIG. 18 shows a computer
having a graphical user interface 112, which demonstrate the
retrieval, from an electronic form 114, of an electronic document
116 and the precise physical location 118 of a corresponding
physical document.
[0091] The Physical and Electronic Systems of FIGS. 19 TO 22
[0092] FIG. 19 illustrates an enterprise system that comprises: a
plurality of local area networks 120, 122, 124, and a master
network 126. Local area networks 120, 122, and 124 are physical
accounts that are at different physical locations C, D, and E.
Master network 126 is at a central physical location Y. Each of the
local networks includes a local physical system 128 and a local
electronic system 130. The master network includes a master
physical system 132 and a master electronic system 134. These
systems are associated with and have access to a relational
database configuration of the type shown in FIGS. 7 to 11.
Preferably, this relational database configuration resides in
master electronic system 134.
[0093] Physical system 128 and electronic system 130 share a
scanner 136 for processing random sequences of paper documents 138
to produce sequences of electronic image documents in sequences of
date/time instances. Sequences of paper or plastic folders 140 in
turn store the sequences of paper documents. Each of folders 140 is
marked with indicia 142, 144, which indicate the beginning and
ending of the range of date/time instances of the paper documents
there within, and additionally the physical location 146 of the
relevant physical account. Sequences of cardboard or plastic boxes
148 store the sequences of folders 140. Each of boxes 148 is marked
with indicia 150, 152, which indicate the beginning and ending of
the range of date/time instances of the folders there within, and
additionally the physical location 154 of the relevant physical
account. Full boxes 148 are transported to a central physical
location 156, which is designated as Location Y in FIG. 19.
[0094] Electronic system 130 includes a file server 158 that is
operatively connected to scanner 136 for transmission to the
scanner of control signals, and receipt from the scanner of data
signals representing image documents and their unique date/time
instance identifiers. A plurality of workstations 160 are
operatively connected to server 158 via a hub 162. Workstations 160
can call up electronic documents, including electronic image
documents, from server 158, and can generate electronic work
documents, including text, vector and bitmap documents for
transmission to server 158 and recording in terms of the date/time
instances of their creation. Server 158 in turn is operatively
connected to a bridge 164 for further processing of its electronic
image and computer generated documents. In the manner shown in
FIGS. 2 and 3, workstations 160 can present, as thumbnail views or
blow-up views, the electronic image documents generated by scanner
136 and the electronic work documents generated by workstations
160.
[0095] Physical system 132 of master network 126 includes one or
more off-site depositories 132, each of which includes a plurality
of shelves 166. Stored on the shelves are boxes 148 and/or other
bundles, which contain folders 140 and/or other physical objects.
In the manner described earlier, each of folders 140 is marked with
indicia 142, 144, which indicate the beginning and ending of the
range of date/time instances of the physical documents therewithin.
As stated previously, each of boxes 148 is marked with indicia 150,
152, which indicate the beginning and ending of the range of
date/time instances of the folders there within, and an indicium
154, which indicates the location of the account from which the box
was physically shipped.
[0096] Preferably, indicia 142, 144, 146, 150, 152 and 154 are
presented in both date/time alphanumeric characters and date/time
bar code. In an alternative embodiment, these indicia are presented
in other alphanumeric characters and/or other bar codes that
indirectly refer to date/time instances. The arrangement is such
that any of the boxes themselves, or any of the folders they
contain are available for convenient retrieval.
[0097] FIGS. 21 and 22 illustrate the labels that are applied
respectively to the folders and boxes of physical accounts 122 and
124 to visually present their ranges of date/time instances. The
boxes of physical accounts 120, 122, and 124 all stored in the
order of their initial date/time instances. In effect, boxes from
all of Locations A, B and C are intermingled with each other, but
are sequenced in the order of their initial date/time
instances.
[0098] Electronic system 134 includes a database server 168, which
is operatively connected to a bridge 170. Bridge 170 in turn is
operatively connected to the bridges 164 of local networks 120,
122, and 124, at C, D, and E, respectively. Server 168 also is
operatively connected to a master electronic storage 172, which is
the central electronic repository of all relevant image generated
electronic documents and all relevant computer generated electronic
documents in the illustrated enterprise system. Electronic system
134 provides and controls a relational database of the type shown
in FIGS. 7 through 11.
[0099] Preferably, a value in the date/time field of the Document
Entry Table is automatically generated by the system during
scanning or computer generation, preferably in terms of year,
month, day, hour, minute and second (yy, mm, dd, hh, nn, ss). Thus
each electro-optically generated image document and each computer
generated work document is uniquely identified at the moment of its
creation by a date/time entry.
[0100] The Query of FIGS. 23 and 24
[0101] FIG. 23 shows a Query Table 172 and FIG. 24 shows a
graphical user interface 174, which demonstrate the retrieval, from
an electronic form 176, of an electronic document 178 and the
precise location 180 of a corresponding physical document.
[0102] Practical Choices of Physical Repositories--FIGS. 25-31
[0103] The physical repositories of the present invention may take
various forms. Their choice involves a trade-off among security,
cost, and convenience. A folder consisting simply of two flaps is
low in cost and convenient to use for the reception of a limited
batch of loose random paper documents. However, filling and
stacking a series of such folders in a box or other secondary
repository, or retrieving such a folder from a box of such folders,
as a practical matter, may not provide sufficient security to
maintain the integrity of a loose stream of important documents,
particularly if not handled with relative care. For greater
security but higher cost, it may desirable to provide a depository
in the form of a pocket, which totally encompasses the bottom and
sides of a sequence of randomly inserted papers, and a cover to
provide a complete enclosure. However, it has been found convenient
to omit the cover in order to simplify initial insertion and
possible later retrieval of a limited batch of loose random
documents, particularly when the pocket is one of many stacked in a
box with a cover. There follow two implementations.
[0104] One preferred physical system incorporates a particular type
of file pocket, which is well known in the art, but which is modest
in cost compared to many other file pocket types. This preferred
file pocket is shown in FIGS. 25 through 29. This file pocket has a
back panel 182, a front panel 184, a pair of inwardly directed side
gussets 186, 188, and a bottom gusset 190. Each side gusset
includes a first fold 192, which continues inwardly from back panel
182, a second fold 194 which continues outwardly from the first
fold, and a third fold 196, which continues inwardly from the
second fold and is cemented to front panel 184. Folds 192 and 194
are joined by an inward crease 198 that is parallel to the adjacent
side edges of the front and rear panels. Bottom gusset 190 includes
a first fold 200 that continues forwardly from back panel 182 and a
second fold 202 that continues rearward from front panel 184, the
two folds being joined along an inward crease 204 that is parallel
to the adjacent bottom edges of the front and rear panels. The
opposite ends of bottom gusset 190 have V-shaped cutouts 206 and
208 that accommodate the lower ends of side gussets 186, 188. All
of these features are stamped and configured from an integral blank
sheet of thin cardboard. In use, these file pockets merely need be
stacked in a box or on a shelf with minimal concern about loss of
documents from batches of documents therein.
[0105] Another system, which is available where low cost is
important and security may not be critical, is shown in FIGS. 30
and 31. The physical sub-system comprises simple stacks or batches
210 of papers that are in the order of the date/time sequence of
their electro-optical and/or computer generated creation. For
convenience, these stacks or batches are separated by dividers such
as slip sheets 212, or containers such as simple envelopes (not
shown), into sequential date/time intervals. Since the precise
location of any original is indicated by its date/time instance,
its manual or machine accessibility is immediate and unambiguous.
Each of the designated stacks is physically assigned a date/time
interval, and each of the included images is electronically
assigned a date/time entry within that interval.
[0106] The integrity of any designated stack is maintained by
monitoring the physical storage and retrieval of any processed
document to and from that stack. The operation is such that
scanning a series of randomly collected documents produces,
interactively in real time, physical stacks of the processed
documents and electronic groups of corresponding images and other
electronic documents.
[0107] In the illustrated embodiment, the physical documents of
each batch are stacked from bottom-to-top or rear-to-front. The
batches are separated by slip sheets, the foremost one of which is
marked with visual indicia that specify at least a date/time
instance that is no earlier than the foremost paper document in the
date/time interval that it delineates. Thus, each batch is
physically located in a physical repository that is located between
a pair of slip sheets. Each of the electronic documents is
identified by electronic indicia of a date/time entry within that
interval. After a batch is removed from its sequence of batches for
review, as at 222, it may be replaced at the front of the sequence,
as at 224. In this case, the slip sheet is marked with the date of
the replacement and the electronic documents corresponding to the
relevant physical documents are designated with additional indicia
that reflect the change in physical location.
[0108] In an alternative embodiment, physical documents of each
batch are stacked from top-to-bottom or front-to-rear. The batches
are separated by slip sheets, the rearmost one of which is marked
with visual indicia that specify at least a date/time instance that
is no later than the rearmost paper document in the date/time
interval that it delineates. Each of the electronic documents is
identified by electronic indicia of a date/time entry within that
interval. After a batch is removed from its sequence of batches for
review, it may be replaced at the end of the sequence. In this
case, the slip sheet is marked with the date of the replacement and
the electronic documents corresponding to the relevant physical
documents are designated with additional indicia that reflect the
change in physical location.
OPERATION
[0109] Pursuant to the present invention, at each geographical
location: (1) electro-optically generated electronic documents are
produced by scanning newly received paper documents at random, and
computer generated electronic documents are produced at the
distributed work stations or the distributed servers by newly
received fax or e-mail documents, all in date/time sequence; (2)
any original paper or other hard documents to be saved are stored
in date/time sequence, and (3) the images are processed and
organized to provide the electronic equivalent of organized files
of paper documents. The result is an interactive combination of
electronic and physical sub-systems that operate in the following
manner. The physical documents are arranged in batches that are
stacked in the secondary depositories, i.e. folders and boxes. Each
of the batches of hard documents corresponds to a limited range of
successive date/time instances and each of the secondary
depositories is marked with visual indicia matching this limited
range. Scattered through the various batches of hard documents are
selected hard documents that are related logically by selected
indicia other than date/time. The master electronic system computes
and retrieves requested subsets of the electronic images
corresponding to these selected hard documents.
[0110] Electronic image documents and electronic work documents are
acquired or produced to provide one or more real time sequences of
electronic documents in one or more real time sequences of
date/time instances. Acquired or produced physical documents simply
are added to the front (or the back) of one or more cumulative
physical stacks. The resulting electronic records uniquely identify
the physical locations of the physical documents and the electronic
locations of the electronic documents, both in terms of their
associated date/time instances. These date/time instances guarantee
that virtual sets of related physical documents may be readily
located and conveniently retrieved, and that corresponding sets of
related electronic documents may be immediately displayed and
suitably reported. Pursuant to any particular archive policy, these
date/time instances guarantee the joint destruction of
corresponding physical and electronic documents that have been
received and/or created prior to any selected date.
* * * * *