U.S. patent application number 10/635726 was filed with the patent office on 2004-02-12 for methods of document management, methods of automated document tracking, document tracking methods, and document tracking systems.
Invention is credited to Jeran, Paul L., Mahoney, Terry P..
Application Number | 20040027604 10/635726 |
Document ID | / |
Family ID | 28454866 |
Filed Date | 2004-02-12 |
United States Patent
Application |
20040027604 |
Kind Code |
A1 |
Jeran, Paul L. ; et
al. |
February 12, 2004 |
Methods of document management, methods of automated document
tracking, document tracking methods, and document tracking
systems
Abstract
In one aspect, the invention encompasses a method of document
management. A document is printed with a printing device configured
to automatically label the document with a machine-readable code.
The machine-readable code contains information, and the printing
device is in data communication with a database so that the
information contained in the machine-readable code on the document
is also recorded in the database. The document is scanned with a
scanning machine configured to extract at least some of the
information from the machine-readable code. Subsequently, some of
the information extracted from the machine-readable code by the
scanning machine is compared with information in the database to
track the document. In another aspect, the invention encompasses a
document management system. Such system comprises a printing device
configured to print text on documents as well as to automatically
print machine-readable code on the documents. The system further
comprises a database in data communication with the printing
device, and which records the information printed in
machine-readable code on the documents. Additionally, the system
comprises a scanning machine configured to scan documents and
extract at least some information from the machine-readable code,
and a processor configured to compare information extracted by the
scanning machine with information in the database.
Inventors: |
Jeran, Paul L.; (Meridian,
ID) ; Mahoney, Terry P.; (Boise, ID) |
Correspondence
Address: |
HEWLETT-PACKARD COMPANY
Intellectual Property Administration
P. O. Box 272400
Fort Collins
CO
80527-2400
US
|
Family ID: |
28454866 |
Appl. No.: |
10/635726 |
Filed: |
August 5, 2003 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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10635726 |
Aug 5, 2003 |
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09369381 |
Aug 5, 1999 |
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6628412 |
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Current U.S.
Class: |
358/1.14 ;
358/1.18 |
Current CPC
Class: |
H04N 1/00875 20130101;
H04N 2201/3246 20130101; H04N 1/00846 20130101; H04N 2201/3254
20130101; H04N 2201/327 20130101; H04N 2201/3271 20130101; H04N
1/32133 20130101 |
Class at
Publication: |
358/1.14 ;
358/1.18 |
International
Class: |
B41F 001/00; G06F
015/00 |
Claims
What is claimed is:
1. A method of document management, comprising: providing a
document; scanning the document with a scanning machine configured
to determine if the document has a machine-readable code thereon;
the scanning machine being further configured to extract at least
some information from the machine-readable code if the machine
readable code is present on the document; providing a database of
information that can be present in the machine-readable code on the
document; and comparing at least some of any information extracted
from the machine-readable code by the scanning machine with the
information in the database to track the document.
2. The method of claim 1 wherein the providing the document
comprises printing the document with a printing device which prints
the machine-readable code on the document; and wherein the printing
device is in data communication with the database.
3. The method of claim 1 wherein the scanning machine is linked
with a copying machine configured for copying the document, wherein
the information contained in the machine-readable code defines if
the document can be copied, and wherein the copier is configured to
copy the document unless the scanning machine finds the
machine-readable code on the document and extracts information from
the machine-readable code not authorizing the copying.
4. The method of claim 1 wherein the scanning machine is linked
with a copying machine configured for copying the document, wherein
the information contained in the machine-readable code defines if
the document can be copied, and wherein the copier is configured to
not copy the document unless the scanning machine finds the
machine-readable code on the document and extracts information from
the machine-readable code authorizing the copying.
5. The method of claim 1 wherein the information included in the
machine-readable code includes one or more of a version number of
the document, an identification of an author of the document, a
filename of the document, and a storage location of a file
corresponding to the document.
6. A method of automated document tracking, comprising: generating
a primary image on a document with either a printer or a first
copying machine; printing a machine-readable code on the document
as it is generated; the machine-readable code containing
information, the printing device being in data communication with a
database so that the information printed in machine-readable code
on the document is also recorded in the database; scanning the
document with a scanning machine configured to determine if the
machine readable code is present on the document and further
configured to extract at least some of the information from the
machine-readable code; and comparing the information extracted from
the machine-readable code by the scanning machine with the
information in the database to track the document.
7. The method of claim 6 wherein the scanning machine is linked
with a second copying machine configured for copying the document,
wherein the information contained in the machine-readable code
defines if the document can be copied, and wherein the second
copying machine is configured to copy the document unless the
scanning machine finds machine-readable code on the document and
extracts information from the machine-readable code not authorizing
the copying.
8. The method of claim 6 wherein the scanning machine is linked
with a second copying machine configured for copying the document,
wherein the information contained in the machine-readable code
defines if the document can be copied, and wherein the second
copying machine is configured to not copy the document unless the
scanning machine finds the machine-readable code on the document
and extracts information from machine-readable code authorizing the
copying.
9. The method of claim 8 wherein the machine-readable code is
configured such that it will not be fully reproduced on any copies
formed by copying the original document with the second copying
machine.
10. The method of claim 9 wherein the machine-readable code is
printed with at least one of a resolution or tonal difference that
cannot be reproduced by the second copying machine.
11. The method of claim 9 wherein the machine-readable code is
printed with an ink that is not visible when viewed with only light
in the visible wavelength range, said ink becoming visible when
stimulated with light outside of the visible wavelength range.
12. The method of claim 8 wherein the machine-readable code is
configured such that it is reproduced on copies formed by copying
the original document with the second copying machine.
13. The method of claim 8 wherein the second copying machine is
configured with a second printing device that prints a new
machine-readable code on any copies formed from the document.
14. The method of claim 8 wherein the document is generated with
the first copying machine, and wherein the second copying machine
and the first copying machine are the same copying machine.
15. The method of claim 8 wherein the second copying machine is
configured to identify a user requesting a copy of the document,
wherein the information contained in the machine-readable code
defines if the document can be copied by particular users, and
wherein the second copying machine is configured to not copy the
document unless the scanning machine finds the machine-readable
code and extracts information from the machine-readable code
authorizing the copying by the user identified by the second
copying machine as requesting a copy of the original document.
16. The method of claim 6 wherein the scanning machine is linked
with a processor that is in data communication with the database
and in data communication with a second printer, wherein the
information contained in the machine-readable code defines a
version of the document, wherein a digital representation of the
scanned version of the document is stored on the database together
with digital representations of other versions of the document, and
wherein the processor is configured to determine that electronic
representations of said other versions of the document are in the
database, the processor being configured to enable either the
scanned version of the document or at least one of said other
versions of the document stored in the database as digital
representations to be printed by the second printer.
Description
FIELD OF THE INVENTION
[0001] The invention pertains to automated document management
systems, and to methods of utilizing such systems.
BACKGROUND OF THE INVENTION
[0002] Modern computing methods enable documents to be produced
rapidly and profusely. Such methods also enable several versions of
a document to be stored in a database, and numerous users to work
on the stored document versions. In many applications, it is
desirable to track which user was responsible for the last update
of a particular version of a document. It would be desirable to
develop automated systems to enable such tracking.
[0003] Among the modern devices which have enabled the
proliferation of documents is the copy machine. Many offices allow
their workers relatively unrestricted access to copy machines, as
it is becoming increasingly necessary for persons to make copies of
documents to enhance their productivity, and/or to maintain records
of transactions occurring as part of their employment. Frequently,
the copier is linked with an entry code system, and each employee
is provided with a unique identification recognized by the entry
code system. The employees are required to input the unique
identification before making copies, which enables a company to at
least monitor the number of copies generated by each employee. In
more advanced systems, the employees also input an identification
of the project they are working on to enable a company to track
costs associated with particular projects.
[0004] A difficulty of having relatively free employee access to
copy machines can be in preventing copying of sensitive documents.
Sensitive documents can include, for example, trade secret
information, employee payroll information, or company checks.
Generally, a company will have a few persons authorized to make
copies of some or all of the sensitive documents, and the remainder
of the employees are not so authorized. A common method for
avoiding the copying of sensitive documents by unauthorized
employees is to limit access to the documents. However,
circumstances occur wherein employees who are not authorized to
copy particular sensitive documents nonetheless have access to the
documents. It would therefore be desirable to develop new methods
of protecting sensitive documents from being copied by unauthorized
persons.
SUMMARY OF THE INVENTION
[0005] In one aspect, the invention encompasses a method of
document management. A document is printed with a printing device
configured to automatically label the document with a
machine-readable code. The machine-readable code contains
information, and the printing device is in data communication with
a database so that the information contained in the
machine-readable code on the document is also recorded in the
database. The document is scanned with a scanning machine
configured to extract at least some of the information from the
machine-readable code. Subsequently, some of the information
extracted from the machine-readable code by the scanning machine is
compared with information in the database to track the
document.
[0006] In another aspect, the invention encompasses a document
management system. Such system comprises a printing device
configured to print text on documents as well as to automatically
print machine-readable code on the documents. The system further
comprises a database in data communication with the printing
device, and which records the information printed in
machine-readable code on the documents. Additionally, the system
comprises a scanning machine configured to scan documents and
extract at least some information from the machine-readable code,
and a processor configured to compare information extracted by the
scanning machine with information in the database.
DESCRIPTION OF THE DRAWINGS
[0007] FIG. 1 is a diagrammatic block diagram of a first embodiment
system encompassed by the present invention.
[0008] FIG. 2 is a diagrammatic block diagram of a second
embodiment system encompassed by the present invention.
DETAILED DESCRIPTION OF THE INVENTION
[0009] The invention encompasses automated methods of document
management. A first embodiment system 10 encompassed by the present
invention is described with reference to the block diagram of FIG.
1. System 10 comprises a printing device 12 in data communication
with a database 14. Database 14 is also in data communication with
a processor 16, which in turn is in data communication with a
scanning machine (scanner) 18. Database 14 can, for example, be
either onboard processor 16, or stored on a network separate from
processor 16 and to which processor 16 is in data communication.
Also, although database 14 is shown as a singular database, it is
to be understood that database 14 can comprises a single location
of data storage, or plurality of separate locations of data
storage. In particular applications, database 14 can comprise a
network, such as, for example, the global network commonly referred
to as the "Internet". Further, it is to be understood that although
processor 16 is shown as singular processor, such can comprise a
plurality of separate processors.
[0010] Database 14 can contain, for example, a list of the various
users having access for utilizing printing device 12, and/or a list
of the various projects that such users are working on. For
instance, database 14 can contain listings of (1) the version
numbers of documents printed by device 12, (2) the authors of the
documents, (3) file names of the documents, and (4) storage
locations of files corresponding to the documents.
[0011] Printing device 12 is configured to print an image on a
medium upon receiving appropriate input. Once printing device 12
prints such image it generates a document 20. The instructions to
print the image can be received from database 14, or from another
input (not shown). The above-described image which is printed on
document 20 will be referred to herein as a "primary" image. Such
primary image is the image that would be generated by any
conventional printing process, and can comprise graphics and/or
text. In addition to printing the primary image, printing device 12
is further configured to provide a machine-readable code on
document 20. Such machine-readable code serves to label document 20
for further document tracking, and contains information retrieved
from database 14. The information can comprise, for example, a
description of the version number of the document, an
identification of the author of the document, a filename of the
document, and/or a storage location of a data file corresponding to
the document. The machine-readable code can further define the
persons, if any, authorized to copy document 20.
[0012] Numerous methods are available for providing a
machine-readable code on document 20. One class of methods is to
hide the code within the primary image. Such can be accomplished by
utilizing particular digital encoding, such as, for example, font
pattern modifications, including, halftone screen, inter-character
spacing modification, and dithering patterns. Another method is to
place the machine-readable code on a portion of document 20 that is
not normally printed upon with a primary image. Such portion can
include, for example, one or more of the corners of document 20.
The machine-readable code can be stored in such portion as, for
example, a pattern of dots or lines. Such pattern could, for
example, have the appearance of a bar code. In particular
applications, the machine-readable code could be printed with an
ink that is not visible in the range of human vision when viewed
with only light of the visible wavelength range. The printed ink
would therefore appear "invisible" unless the document were viewed
under a light outside of the visible wavelength range. Suitable
inks having the property of being visible to humans only when
viewed with light outside of the visible wavelength range include,
for example, inks described in U.S. Pat. Nos. 5,093,147 and
4,243,694.
[0013] The above-described methods of forming machine-readable code
on a document can be readily utilized by persons of ordinary skill
in the art by combining conventional technologies.
[0014] After document 20 is generated by printing device 12, it can
be scanned with scanning machine 18 configured to determine if
machine-readable code is present, and to extract at least some of
the information contained in the machine-readable code when the
code is present. The extracted information is then sent to
processor 16 which compares the information with information in
database 14 to enable document 20 to be tracked. For instance, if
two versions of document 20 are found, and if the information
contained in document 20 contains, for example, authorship and
version number, then the versions can be analyzed by scanner 18 to
determine which of the two is a later version. The analysis could
also determine if either of the two documents is a copy.
[0015] Another embodiment of the invention is described with
reference to a system 50 in FIG. 2. In referring to system 50,
identical numbering to that utilized above in describing system 10
will be used where possible, with differences indicated utilizing
numerals greater than 50. System 50, like the above-described
system 10, comprises a printing device 12, a database 14 and a
processor 16, and generates a document 20 from printing device 12.
Also, like the system 10 described above, system 50 utilizes
printing device 12 to provide a machine-readable code on document
20 while printing a primary image on document 20. System 50 differs
from the above-described system 10 in that the scanner of system 50
is configured as a scanner/image-forming-device construction 52,
which can be utilized to generate output documents 54 in response
to scanning document 20. Output documents 54 are illustrated in a
dashed line, to indicate that a decision can be made by a processor
to determine if output documents 54 will be generated.
[0016] The image-forming-device of component 52 can be, for
example, a copier or a printer. A first aspect of the invention is
described assuming that the image-forming-device of component 52 is
a copier (and thus that component 52 is a scanner/copier), and that
the output documents are copies. The scanning machine portion of
scanner/copier construction 52 extracts information from the
machine-readable code provided on document 20 by printer 12, and
sends such information to processor 16. Processor 16 then
ascertains if copying of document 20 is authorized, and if so,
enables the copier portion of scanner/copier construction 52 to
form copies. If, on the other hand, processor 16 determines that
copying of document 20 is not authorized, it does not enable copies
to be made.
[0017] In particular embodiments, an authorization code is provided
in a machine-readable code format that will not be reproduced upon
copying of document 20. In such embodiments, the scanner/copier
construction 52 can be configured to not copy a document unless the
scanning machine portion extracts information authorizing such
copying from the machine-readable code. For instance, the
authorization can be in the form of individual dots or lines
printed at a resolution higher than that achievable by most
copiers. Accordingly, if the original document is copied, the lines
or dots will become blurred together, and at least some of the
information in the machine-readable code will not be reproduced by
a copying machine. If such non-reproduced code contained the
authorization to copy the document, the processor would prevent the
copied document from being recopied. Another method of preventing
reproduction of an authorization code on copied documents is to
print the code with a tonal difference that cannot be reproduced
with a copier. Yet another method of preventing reproduction of an
authorization code on copied documents is to print the code in an
ink invisible to the light utilized in a copier.
[0018] In addition to, or as an alternative to, preventing the
copying of copies, the machine-readable code can be utilized to
prevent unauthorized copying of original documents. For instance,
the machine-readable code can define particular groups of users
authorized to copy document 20, and other groups not so authorized,
and thus function as a block to unauthorized copying. For
particularly sensitive documents, the machine-readable code could
prevent any copying of a document by any users. In particular
applications, the information in database 14 comprises one or both
of a listing of machine-readable codes indicating authorization to
copy a document, and a listing of machine readable codes indicating
that a document is not authorized to be copied. The scanning
machine portion of scanner/copier construction 52 extracts
information from the machine-readable code provided on document 20
by printer 12, and sends such information to processor 16.
Processor 16 then compares the extracted information with one or
both of the above-described listings in database 14 to ascertain if
copying of document 20 is authorized, and if so, enables the copier
portion of scanner/copier construction 52 to form copies. If, on
the other hand, processor 16 determines that copying of document 20
is not authorized, it does not enable copies to be made.
[0019] In the shown embodiment, the scanning machine and copier are
illustrated as a common construction referred to as a
scanner/copier construction. It is to be understood, however, that
the invention encompasses constructions wherein the scanning
machine is separate from the copying machine. Also, although the
embodiment is described in an application wherein information from
the scanner is passed to processor 16, which is in turn in data
communication with database 14, the invention encompasses other
embodiments (not shown) wherein the scanner(scanning machine) is in
data communication with a processor which is not in further
communication with database 14. Such processor can be preconfigured
to recognize portions of the machine-readable code generated by
printing device 12 that define authorization for making copies. The
shown embodiment can, however, offer advantages over said other
embodiments. For instance, the shown method can enable database 14
to selectively identify user groups authorized for copying a
particular document. In such applications, the machine-readable
code can contain information which defines only a particular group
of users authorized to make copies from a document. Also, the
scanner/copier construction 52 can be configured such that persons
wishing to make copies first enter an identification code. Such
code can then be passed to processor 16 along with the
authorization identifier information from document 20. Processor 16
can then be utilized to compare the user identification code
obtained from scanner/copier construction 52, and copier
authorization information extracted from document 20, with
information on database 14 to determine if the particular user is
authorized to copy the particular document.
[0020] In a particular application of the invention, the
scanner/copier construction 52 can be further configured to record
the number of copies generated by particular individuals as a
record in a data file. Such could be particularly valuable in
applications in which, for example, royalties were to be paid on a
per document basis.
[0021] It is noted that the printing device 12 and copy machine 52
of system 50 can be incorporated into a common device. In such
application, the device could be configured to print a
machine-readable code on copies that are formed, as well as on
documents that are printed. The machine-readable code on copies
could be different from that on printed documents, to assist in
distinguishing copies from original documents.
[0022] A specific example of how the present invention can be
utilized is as follows. Consider that there is law firm responsible
for generating a contract for a client, and that the law firm has a
single partner and several associates working on the project. Each
time a contract is printed, a machine-readable code is
automatically provided on the document identifying who within the
law firm generated the contract, as well as identifying the version
number, and the date that the contract was printed, and further
identifying the law firm. If, for some reason, multiple similar
versions of the contract are found, the machine readable code can
be scanned and processed to identify which of the multiple versions
is the most recent version of the contract, and which, if any, had
been generated by the partner. Further, the machine-readable code
can contain information which authorizes only certain persons to
copy the contract, with such information being provided in a form
which will be destroyed upon making a single copy. Accordingly, if
a copy should be generated for some illicit purpose, such document
can be identified as a copy (rather than as an original document)
merely by passing the document through a scanning machine.
[0023] Among the applications for which the methodology of the
present invention can be incorporated are: (1) logging and possibly
charging for copies; (2) verification that a document being copied
is the most recent version of the document on record, and if the
document is not the most recent version, the copying machine can be
configured to ask a user if a more recent copy should be printed
and copied; (3) verification that a copy can be printed and is not
confidential; and (4) determination of whether a document is an
original or a copy.
[0024] Another aspect of the invention is described assuming that
scanner/image-forming-device 52 of FIG. 2 is a scanner/printer. In
describing such aspect, it is to be understood that a digital
representation of document 20 can be stored on database 14. The
digital representation corresponds to an electronic representation
of document 20 and can be in any file format. The digital
representation can, for example, be an electronic file encoding
document 20 and which, when sent to printing device 12, results in
document 20 being printed. It is also to be understood that
multiple versions of document 20 can be electronically stored in
database 14. In the aspect in which component 52 is a
scanner/printer, processor 16 can be configured to determine which
of the versions of document 20 was input into scanner/printer 52,
and to determine that other versions of document 20 have digital
representations stored in database 14. Processor 16 can be further
configured to enable other versions of document 20, besides the
scanned version to be output in response to scanning a version of
document 20. For instance, processor 16 could be configured to
cause only the most recent versions of document 20 stored in
database 14 to be output as output documents 54, regardless of
whether the scanned document 20 corresponds to the most recent
version stored in database 14. Alternatively, processor 16 could be
configured to determine if multiple versions of a scanned document
are present in database 14, and, if multiple versions are found, to
prompt a user to identify which of the multiple versions is to be
output as output document 54.
* * * * *