U.S. patent application number 11/846109 was filed with the patent office on 2008-10-02 for systems and methods for managing multimodal documents.
This patent application is currently assigned to Pitney Bowes Inc.. Invention is credited to John F. Braun, Chao Chen, Jean-Hiram Coffy, Eric C. Friedrich, Richard W. Heiden, Arthur J. Parkos, Deborra J. Zukowski.
Application Number | 20080244385 11/846109 |
Document ID | / |
Family ID | 39792316 |
Filed Date | 2008-10-02 |
United States Patent
Application |
20080244385 |
Kind Code |
A1 |
Zukowski; Deborra J. ; et
al. |
October 2, 2008 |
SYSTEMS AND METHODS FOR MANAGING MULTIMODAL DOCUMENTS
Abstract
A multimodal document management system and method includes a
context manager for managing multimodal documents. A virtual media
content management system is coupled to the context manager and a
physical media content management system is coupled to the context
manager. The context manager is operable to issue multimodal
document management instructions to the virtual media content
management system and issuing instructions to the physical media
content management system. The context manager instructions may
relate to shredding of multimodal documents by deleting virtual
media and destroying physical media. The method for managing
multimodal documents may include receiving a request for the
shredding of an information and content data file containing a list
of virtual media and physical media relating to a multimodal
document. A determination is made if the request for shred is
authorized and, where said request for shred is authorized, a
record of the shred request is created. Elements in the element
list are grouped based on elements in the list which are managed by
the same content management system. A message is sent to each
content management system requesting the shredding of each element
for the grouping of elements for the content management system. The
content management systems may verify and report the success of the
shredding.
Inventors: |
Zukowski; Deborra J.;
(Newtown, CT) ; Friedrich; Eric C.; (Somerville,
MA) ; Parkos; Arthur J.; (Southbury, CT) ;
Chen; Chao; (Milford, CT) ; Coffy; Jean-Hiram;
(Norwalk, CT) ; Braun; John F.; (Fairfield,
CT) ; Heiden; Richard W.; (Shelton, CT) |
Correspondence
Address: |
PITNEY BOWES INC.;35 WATERVIEW DRIVE
P.O. BOX 3000, MSC 26-22
SHELTON
CT
06484-8000
US
|
Assignee: |
Pitney Bowes Inc.
Stamford
CT
|
Family ID: |
39792316 |
Appl. No.: |
11/846109 |
Filed: |
August 28, 2007 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
|
|
60909281 |
Mar 30, 2007 |
|
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|
60909273 |
Mar 30, 2007 |
|
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Current U.S.
Class: |
715/255 |
Current CPC
Class: |
G06F 40/169
20200101 |
Class at
Publication: |
715/255 |
International
Class: |
G06F 17/21 20060101
G06F017/21 |
Claims
1. A multimodal document management system, comprising: a context
manager for managing multimodal documents; a virtual media content
management system, said virtual media content management system
coupled to said context manager; a physical media content
management system, said physical media content management system
coupled to said context manager; and, said context manager operable
to issue multimodal document management instructions to said
virtual media content management system and to said physical media
content management system.
2. A multimodal document management system as defined in claim 1,
further comprising: a second virtual media content management
system, said virtual media content management system coupled to
said context manager; and, said first and said second virtual media
content management systems each operating in different domains of
control.
3. A multimodal document management system as defined in claim 1,
further comprising: a second physical media content management
system, said physical media content management system coupled to
said context manager; and, said first and said second physical
media content management systems each operating in different
domains of control.
4. A multimodal document management system as defined in claim 1,
further comprising: a second virtual media content management
system, said virtual media content management system coupled to
said context manager; said first and said second virtual media
content management systems each operating in different domains of
control; a second physical media content management system, said
physical media content management system coupled to said context
manager; and, said first and said second physical media content
management systems each operating in different domains of
control.
5. A system multimodal document management as defined in claim 1,
where said virtual media content management system is interactively
coupled to said context manager and said physical media content
management system is interactively coupled to said context manager
such that said virtual media content management system and said
physical media content management system can interactively
communicate with said context manager.
6. A multimodal document management system as defined in claim 5,
further comprising: a virtual media shredding subsystem coupled to
said virtual media content management system and a physical media
shredding subsystem coupled to said physical media content
management system.
7. A multimodal document management system as defined in claim 6,
wherein said virtual media shredding subsystem is operable under
control of said virtual media content management system to delete
virtual media upon instructions from said context manager to said
virtual media content management system and wherein said physical
media shredding subsystem is operable under control of said
physical media content management system to destroy physical media
upon instructions from said context manager to said physical media
content management system.
8. A multimodal document management system as defined in claim 7,
wherein said context manager receives communications from said
virtual media tracking system concerning the status of virtual
media related to multimodal documents and receives communications
from said physical media tracking system concerning the status of
physical media related to said multimodal documents.
9. A multimodal document management system as defined in claim 8,
wherein said context manager creates information and content data
files concerning multimodal documents.
10. A multimodal document management system as defined in claim 9,
wherein said context manager information and content data files for
a multimodal document includes a list of virtual media content
relating to said multimodal document and of physical media content
relating to said multimodal document.
11. A multimodal document management system as defined in claim 10,
wherein said information and content data file is employed in
identifying elements of said multimodal document in issuing
shredding instructions.
12. The multimodal document management system as defined in claim
11, wherein said shredding instructions issued by said context
manager to virtual media content management system and to said
physical media content management system include personal shredding
instructions involving the shredding of all multimodal document
element content in said information and content data file relating
to a particular user.
13. The multimodal document management system as defined in claim
11, wherein said shredding instructions involving exhaustive
shredding of all multimodal document element content in said
information and content data file.
14. A multimodal document management system as defined in claim 12,
wherein said context manager subsequent to the shredding of all
said personal virtual media relating to a multimodal document and
all said personal physical media relating to a multimodal document
deletes all personal virtual media data relating to said multimodal
document stored in memory means for said context manager.
15. A multimodal document management system as defined in claim 13,
wherein said context manager subsequent to the exhaustive shredding
of all said virtual media relating to a multimodal document and all
said physical media relating to a multimodal document deletes all
virtual media data relating to said multimodal document stored in
memory means for said context manager.
16. A multimodal document management system as defined in claim 11,
wherein said multimodal document includes physical media including
physical documents and virtual media including virtual documents
relating to said physical documents.
17. A multimodal document management system as defined in claim 16,
wherein said multimodal document virtual media further includes
audio clip media relating to said physical documents.
18. A method for managing multimodal documents, comprising the
steps of: receiving a request for a shred of elements in an
information and content data file containing a list of virtual
media and physical media elements relating to a multimodal
document; determining if the request for shred is authorized and,
where said request for shred is authorized, creating a record of
said shred request; grouping said shred requested elements in said
element list based on each element in said which are managed by the
same content management system; and, sending a message to each
content management system requesting the shredding of each element
in each grouping of elements managed by said same content
management system.
19. A method for managing multimodal documents as defined in claim
18, comprising the further step of setting a response timer for
receiving a response to said shredding request message from each
content management system to which a shredding request is sent.
20. A method for managing multimodal documents as defined in claim
18, comprising the further step of: awaiting a response from said
content management systems; determining if the shred request was
accomplished from each content management system response;
disabling an element response trigger and removing each element
from said list where a response is received from said content
management system that said shred request was accomplished, where
said element response trigger is triggered by a failure to receive
said response; and, if said information and content data file list
elements have been successfully shredded, sending a message to said
requester that said shred request was successful.
21. A method for managing multimodal documents as defined in claim
20, comprising the further step of repeating said steps beginning
with said awaiting a response from said content management systems
if said information and content data file have not been
successfully shredded.
22. A method for managing multimodal documents as defined in claim
21, comprising the further steps of, determining if a predetermined
maximum number of retries have been attempted for shred requested
elements where said element response trigger has fired when a
response period has passed for a content management server to
respond; and, where said maximum number of retries attempts have
been implemented for shred requested elements, marking said element
as having failed to be shredded; and, notifying said requester that
said element has failed to be shredded.
23. A method for managing multimodal documents as defined in claim
18 wherein said request for a shred of elements in an information
and content data file containing a list of virtual media and
physical media elements relating to a multimodal document is a
request for a comprehensive shred of all said elements of virtual
media and physical in said information and content data file
list.
24. A multimodal document management system, comprising: a context
manager for managing multimodal documents; a first and a second
virtual media content management system, said first and said second
virtual media content management system coupled to said context
manager, said first and said second virtual media content
management systems each operating in different domains of control;
a first and a second physical media content management system, said
first and said second physical media content management system
coupled to said context manager, said first and said second
physical media content management systems each operating in
different domains of control; said context manager operable to
issue multimodal document management shredding instructions to said
first and said second virtual media content management system and
to issue shredding instructions to said first and said second
physical media content management system; and, said first and said
second virtual media content management system, in response to
shredding instruction received from said context manager, operable
to initiate the process of shredding of virtual media; and, said
first and said second physical media tracking system, in response
to shredding instruction received from said context manager,
operable to initiate the process of shredding of physical
media.
25. A multimodal document management system as defined in claim 24,
wherein said context manager receives communications from said
first and said second virtual media tracking system concerning the
status of virtual media shredding related to multimodal documents
and receives communications from said first and said second
physical media tracking system concerning the status of physical
media shredding related to said multimodal documents.
Description
RELATED APPLICATIONS
[0001] This application claims the benefit under 35 U.S.C. 119(e)
of U.S. provisional patent applications: Ser. No. 60/909,281 filed
Mar. 30, 2007, and entitled "A METHOD AND SYSTEM FOR ENABLING
COLLABORATIVE CAPTURE AND REPLAY OF DIGITAL MEDIA FILES USING
PHYSICAL DOCUMENTS"; and Ser. No. 60/909,273 filed Mar. 30, 2007,
and entitled "SYSTEMS AND METHODS FOR MANAGING MULTIMODAL
DOCUMENTS." Both provisional patent applications are incorporated
herein by reference.
FIELD OF THE INVENTION
[0002] The invention relates generally to multimodal documents and
more particularly to systems and methods for managing multimodal
documents including the shredding of multimodal documents through
the deletion of virtual media and the destruction of physical
media.
BACKGROUND OF THE INVENTION
[0003] Document retention and destruction is becoming increasingly
important. Government regulations and litigation threats place
pressure on companies to properly handle documents that have
reached the end of their usefulness. Additionally, documents that
are not properly discarded can contribute to corporate espionage
and identity theft. The handling of documents is also complicated
by the multimedia and distributed nature of documents in our
environment. Multimedia documents are documents that contain or are
associated with different types of content or media. For example, a
document may exist which could consist of word-processing content,
video annotations, or other types of media. This media although
associated with the document, is not necessarily embedded in the
document and can be found in multiple locations throughout the
environment.
[0004] Various systems have been developed for deleting and
destroying documents and related content. U.S. Pat. No. 5,897,643
for SYSTEM FOR MAINTAINING A RECORD OF DOCUMENTS INCLUDING DOCUMENT
COPIES discloses a system that maintains a listing of a document
and its copies where the electronic record of a copy is deleted
when that copy is deleted. U.S. Pat. No. 6,839,707 for WEB-BASED
SYSTEM AND METHOD FOR MANAGING LEGAL INFORMATION discloses a
web-based application that organizes the storage of patent
applications and other legal documents into a hierarchical folder
structure. It allows for the deletion of individual documents
within a folder and also the deletion of the folders themselves.
U.S. Pat. No. 6,148,312 for METHOD AND SYSTEM FOR ELECTRONIC
ARTICLE MAINTENANCE AND DELETION discloses a system for deleting
documents from an electronic document management system. Requests
for deletion must be confirmed by the creator of the document or a
pre-set reviewer. Multiple delete sites are possible and are
responsible for the confirmation and corresponding deletion of the
document and its metadata. Additionally, paper entitled "A
Multimedia Document Filing System" by Xien Fan, Qianhong Liu, and
Peter A. Ng, published 1997 in the International Conference On
Multimedia Computing Systems, discloses a system of organization of
multimedia documents based on creating and categorizing metadata
derived from the content of the document. Known documents are
placed into folders as a method of access. These folders can then
be linked together to associate their content. A delete operation
is defined on a folder where the operation will also delete the
document from subordinate folders.
[0005] While the above systems provide some limited ability to
process multimedia documents, it is desirable to have automated
systems managing the removal of such documents from the environment
where appropriate with no or limited user intervention required to
locate and delete physical and electronic content related to the
document. Additionally, the above systems have a narrow view of the
scope of what constitutes a document to be processed and are
essentially closed systems in that they are solely responsible for
managing the documents. Moreover, it is desirable to be able to
manage the removal and shredding of multimodal documents which, as
explained below, may involve all forms of virtual media and
physical media.
SUMMARY OF THE INVENTION
[0006] It is an object of the present invention to provide a
multimodal document management system that allows the management of
multimodal documents across different domains of control.
[0007] It is a further object of the present invention to enable
the management of shredding of multimodal documents including
virtual media and physical media relating to a multimodal
document.
[0008] It is yet another objective of the present invention to
provide a system to interact with different domains of control to
automate, based on tracking information available to the system,
the shredding of multimodal documents by the deletion of virtual
media and destruction of physical media relating to a multimodal
document.
[0009] A multimodal document management system embodying the
present invention includes a context manager for managing
multimodal documents. A virtual media content management system is
coupled to the context manager and a physical media content
management system is coupled to the context manager. The context
manager is operable to issue multimodal document management
instructions to the virtual media content management system and
issuing instructions to the physical media content management
system.
[0010] In accordance with a feature of the present invention, the
context manager instructions relate to shredding of multimodal
documents by deleting virtual media and destroying physical
media.
[0011] A method for managing multimodal documents embodying the
present invention includes the steps of receiving a request for the
shred of elements in an information and content data file list of
virtual media and physical media elements relating to a multimodal
document. A determination is made if the request for shred is
authorized and, where the request for shred is authorized creating
a record of the shred request. Shred requested elements in the
element list are grouped based on which are managed by the same
content management system. A message is sent to each content
management system requesting the shredding of each element of each
grouping of elements managed by such same content management
system.
DESCRIPTION OF THE DRAWINGS
[0012] The accompanying drawings, which are incorporated in and
constitute a part of the specification, illustrate presently
preferred embodiments of the invention, and together with the
general description given above and the detailed description of the
preferred embodiments given below, serve to explain the principles
of the invention. As shown throughout the drawings, like reference
numerals designate like or corresponding parts.
[0013] FIG. 1 is a block diagram of a system for deleting
multimodal document management embodying the present invention
which manages the process of shredding (deletion and/or
destruction, as the case may be) of various forms of related
information which can be embedded in virtual media and/or physical
media;
[0014] FIG. 2 is a diagrammatic illustration of an example of the
system shown in FIG. 1 involving multiple information management
domains;
[0015] FIG. 3 is a flow chart of the operation of the system shown
in FIG. 1 involving the initiation of the process for shredding a
multimodal document where the specific document is a physical
document (physical media) enhanced with on-line annotation (virtual
media);
[0016] FIG. 4 is a view of a computer screen showing a cover sheet
for the physical document referenced in FIG. 3 having a shredding
enablement area, here shown as a personal shredding enablement
area;
[0017] FIG. 5 is a flow chart of the operation of the system shown
in FIG. 1 involving the shredding process of the specific physical
document referenced in FIG. 3;
[0018] FIG. 6 is a flow chart of the operation of the system shown
in FIG. 1 for initiating the process for shredding (deletion and
destruction) involving the complete set of elements in an
information and content data file for another multimodal document,
here an exhaustive shredding including all related virtual media
and physical media and all use context related to the multimodal
document;
[0019] FIG. 7 is a view of a computer screen having three open
windows helpful in an understanding of the operation of the system
shown in FIG. 1 where window A illustrates information and content
data which list all of the virtual media (virtual document and
parts) and all of the physical media (physical document and
artifacts) for the multimodal document, window B illustrates a pdf
document listed as the second electronic document in window A) and
window C illustrates of one of the virtual document parts listed in
Window A;
[0020] FIG. 8 is a complete view of window A shown in FIG. 7
unobstructed by other open computer screen windows where the
complete information and content data is shown with the full
listing of the all of the virtual media (virtual document and
parts) and physical media (physical document and artifacts) for the
multimodal document;
[0021] FIG. 9 is a flow chart of the operation of the system shown
in FIG. 1 in the comprehensive shredding process of a multimodal
document with the exhaustive deletion and destruction of the
complete set of information and content data relating to the
multimodal document where all virtual media (virtual documents and
parts) and all physical media (physical documents and artifacts)
are to be deleted and/or destroyed and all related context
removed;
[0022] FIG. 10 is a more detailed flow chart of the operation of
shredding process shown in FIG. 9, providing further details of the
operation of the system where the context manager organizes and
initiates the exhaustive deletion and destruction of the multimodal
document;
[0023] FIG. 11 is a more detailed flow chart of the operation of
shredding process shown in FIG. 9, providing further details of the
operation of the system where the context manager awaits responses
from various multimodal document content management servers and
users; and,
[0024] FIG. 12 is a more detailed flow chart of the operation of
shredding process shown in FIG. 9, providing further details of the
operation of the system where the context manager initiates action
when the time allotted to receive a response from a content
management server and/or user has passed.
DETAILED DESCRIPTION OF THE PRESENT INVENTION
[0025] Various terms used herein have the meaning and usage set out
below.
[0026] Multimodal documents include all forms and types of
information. While multimodal documents are often physical
documents and related virtual information, it also includes both
virtual media and physical media. Virtual media, for example,
include electronic versions of documents, e-mails, and metadata
stored in memory of various types, electronic versions of video
information stored in various forms, electronic versions of audio
information stored in various forms and software stored in various
electronic forms. Physical media, for example, include printed
documents, media containing video information (DVDs, tapes, etc.),
media containing audio information (CDs, tapes, etc.), physical
models, photographs, and software disks. Multimodal documents
content may be rendered, for example, in complete documents,
artifacts and parts thereof that can exist in paper or electronic
form. Virtual media and physical media are often related in that,
for example, a printed document with hand written annotations
(physical media) thereon may be electronically stored (virtual
media). These media, the physical media and the virtual media, are
related in that they involve the same or similar information or
information that has been modified. For example, an electronic copy
of an engineering drawing (virtual media) and the physical
embodiment depicted in the engineering drawing (physical media) are
both related in the information they convey.
[0027] Information domains are the various environments in which
the virtual media and the physical media exist and are managed.
[0028] Domains of control are the various systems and/or
subsystems, such as a content management server (server and
associated software), responsible for control of a certain set of
information such as video files, audio files, document metadata, or
physical and/or electronic renderings of a document.
[0029] Information and content data is the complete set of data
including content, use and domains of a multimodal document
including virtual media and physical media; essentially a bucket of
data pertaining to the multimodal document. The data, typically a
list of elements, can be stored in a file or a database or
otherwise. Herein, the phrase information and content data file
(ICDF) is intended to encompass all of the foregoing.
[0030] Shredding includes the deletion of virtual media and the
destruction of physical media, as the case may be.
[0031] The following is an overview of the operation of the system
shown in FIGS. 1-12. The system facilitates and enhances the
ability to more totally shred and also to automate the shredding of
multimodal documents. Once a request for shredding is made, the
system will verify the requesting entity is allowed to shred the
given multimodal document or portions of the multimodal document.
If authorized, the system will shred all, or as much as is
authorized or requested, of media constituting the multimodal
document including media created in the production of the document.
Certain pieces of such a multimodal document may be stored on
different systems or in different locations. For each piece of the
multimodal document, a request or instruction for deletion of that
specific piece is issued. The request for deletion can be grouped.
The request is communicated to and processed by the system
responsible for that particular piece of the multimodal document,
and the success or failure of the deletion is forwarded to the user
or entity requesting shredding. The system can be indifferent to
the types of media to be shredded or treat different types of media
differently. The system is operable across various information
domains including virtual media domains and physical media domains.
Thus, for example, video content is treated the same as audio
content, which is also treated the same as a paper document or an
annotated paper document.
[0032] Reference is now made to FIG. 1. A user accesses, through an
input system 2, a context manager 4 which manages the tracking and
shredding of both virtual and physical media. The context manager
interacts with one or more system(s) 6 for tracking virtual media
and one or more system(s) 8 for tracking physical media of
multimodal documents. The systems 6 and 8 are content management
systems and, in part, operate based on instructions from the
context manager 4 with respect to multimodal documents. Each of
these systems can be separate full functioning system which
provides a variety of independent operational functions such as
printing documents, word processing, video creation and processing,
audio creation and processing. These systems can operate in
separate domains and be controlled independently by various means
such as personal computers, servers, multifunctional devices, smart
paper shredders, etc.
[0033] The virtual media content management system 6 is coupled to
a virtual media shredding subsystem 10 which shreds, by deletion,
the virtual media. The physical media content management system 8
is connected to a physical shredding subsystem 12, which shreds by
destroying the physical media. The context manager 4 interactively
operates with the various virtual media content management
system(s) and the physical media content management system(s) to
both identify and compile the content of information files for
multimodal documents, to issue shredding instructions and to track
the completion of the various shredding operations. Although shown
as separate shredding systems, subsystems 10 and 12, each of these
subsystems can be part of the content management system(s) for
tracking media to which it is connected.
[0034] Reference is now made to FIG. 2. The context manager 4
includes a storage means 14 where the information and content data
for multimodal documents (entity and context models) and other
related information are stored. The context manager 4 is coupled
via any of a large number of communications systems, here shown as
messaging space 16, to various devices and servers. The context
manager 4 is connected so that it can span physical locations and
various organizations and structures to manage the totality of the
multimodal document content and store references to that content in
an information and content data file. The multiple domains of use
for the multimodal document, as shown in FIG. 2, is such to enable
access by the context manager 4 to a plurality of common,
potentially associated (such as video and audio), messaging systems
and, for example, by shared names for objects that are involved in
the various environments. This can include people, devices and
documents, both virtual and physical. The domains to which the
context manager 4 is connected each incorporate software systems,
instrumented devices, spaces and/or procedures that help to create
and track multimodal document use.
[0035] The context manager 4 is coupled via the messaging space to
multifunctional devices 18 and 20. These may be devices that have
been enhanced with one or more document identification
technologies, such as radio frequency identification device (RFID)
readers, bar code/ANOTO Docld capture, document image capture and
hashing. These types of technologies, and others, are employed so
that they can identify a pre-existing document that is being
printed, scanned or copied. Additionally, these multi-functional
devices can create document clones that have been uniquely named,
using one of more of these technologies. A printer can create a
physical clone of an electronic document while a scanner will do
the reverse by taking a physical document and creating an
electronic document.
[0036] Shredders 22 and 24 may be normal shredders that have been
enhanced with one or more document identification technologies,
such as those noted above. Such shredders can operate to inform the
context manager 4, and other subsystems as appropriate, via the
messaging space 16, when a document has been shredded, that is,
physically destroyed, and, should the shredder have a memory, the
virtual shredding, that is, the deletion of any relevant
information in the shredder related to the multimodal document. An
example of one type of shredder with enhanced document
identification capability is disclosed in U.S. patent application
Ser. No. 11/156,127, filed for B. D. Singer et al. on Jun. 17,
2006, entitled SYSTEM AND METHOD FOR CONTROLLING THE STORAGE AND
DESTRUCTION OF DOCUMENTS and assigned to Pitney Bowes Inc. (Pitney
Bowes Docket No. F-933). Active workspaces 26 and 28 may be desks,
shelves or other physical places where documents are used that may
be enhanced with one or more document identification technologies.
These active workspaces 26 and 28 can have additional on-line,
active spaces, such as a user's electronic document mailbox, that
act similarly to the physical spaces.
[0037] There are two primary types of software systems (audio
server and ink server) shown in FIG. 2. These systems provide media
services and a system that senses and represents reports events
associated with the content, that is, document use within the
environment. The audio server 30 manages all of the captured audio
media data stream and stores needed information either in its own
system storage 32 or on a locally accessed storage. The audio
server 30 need not be physically co-located with other subsystems
or other domains. Access to the audio server 30 by different users
may be implemented through various types of audio input capability,
shown at 34, 36 and 38. The ink server 40, like the audio server
30, manages all of the ink media data stream and stores needed
information either in its own system storage 42 or through locally
accessed storage. The ink server 40 need not be physically
co-located with other subsystems or domains being managed by the
context manager 4 via the messaging space 16. The ink server 40 can
employ digital pens, such as ANOTO pens 44, 46 and 48. The ANOTO
pens 44, 46 and 48 may be on users' personal computing space and
interconnected to the ink server 40.
[0038] There can, of course, be other domains, including other
media servers such as those relating to video domains. The
architecture of the system shown in FIGS. 1 and 2 can be modified,
provided it has the functionality of enabling the context manager 4
to communicate directly or indirectly with the various information
domains it is expected to manage in the tracking and shredding of
multimodal documents. Each information domain has a system(s) which
provide a domain of control to manage the set of content for which
it is responsible. For the architecture shown, various additional
domains and subsystems may be added. Moreover, the context manager
can operate within a secure environment if that is desired, such as
a secure building, as denoted by the line 50 encircling the context
manager 4 and all of the various domains of control.
[0039] As can be seen above, the context manager 4 provides
multimodal document compilation. It communicates via the messaging
space 16 for messages and data emanating from all of the various
information domains it interoperates with and derives the use of
each managed multimodal document in each managed domain. For
example, when a managed multimodal document is physically printed,
the context manager 4 is informed via the messaging space of this
activity. The context manager 4 uses the various messages
communicated to it via the messaging space to record multimodal
document use information. This can include the creation of document
clones via the multifunctional devices. The context manager 4 can
obtain information relating to the physical location of documents,
such as via the active workspaces, and the attachment of media
clips on virtual or physical documents via the various media
servers, such as the audio server 30 and the ink server 40. There
may also be other on-line internet or intranet applications, not
shown, that communicate with the context manager 4, such as word
processing document used on a personal computer.
[0040] For the architecture shown in FIG. 2, the context manager 4
is the single point of control and relies on the various subsystems
in the various domains to shred the multimodal documents. As shown
in FIG. 2, each of the various servers manages the use of the
various activities related to that server. For example, the audio
server 30 manages audio clip information but communicates that
management functionality via the messaging space 16 to the context
manager 4. Thus, the context manager 4 remains the single point of
control for tracking, issuing shred commands and monitoring
shredding activity. Other architecture can also be implemented
where the single point of control is modified to provide additional
or separate points of control for separate types of subsystems or
separate categories of multimodal document virtual media and/or
physical media.
[0041] The system mitigates the need for human intervention when
shredding a multimodal document in the system. The multimodal
document is shredded to the best ability of the system based on
available data concerning the multimodal document and the use of
the multimodal document. The shredding of virtual media such as
computer files existing on a media server in one location and
physical media such as printed documents in another location can be
brought about by a request from a context manager such as a server
in yet another location. The context server may also possess
greater knowledge of the context than individual systems and users
of the multimodal document because of the span of domains about
which the context server stores or can access data. The system uses
this knowledge from the span of domain to assist users in
completely shredding a multimodal document or portion of such
document as desired and authorized.
[0042] The system is organized for the context manager to
communicate with various domains of control related to the
multimodal document so that it is able to initiate and, depending
on how the system is implemented, monitor and/or confirm, the
shredding of a multimodal document including renditions and
annotations associated with the document. Upon receiving a request
or instruction for shredding, a domain of control, such as a
server, will attempt to shred the portions of the multimodal
document which it processes or controls. The domain of control can
communicate back to the system the completion of the shred and/or
the status of an attempted shred. After receiving responses to
various requests, or expiration of a timeout period, the system
informs affected users the status of the shredding of the
multimodal document. If the system has been unable to shred the
content to the extent requested, these notifications of shred
status from the various domains may function as a request for user
intervention. If successful, the notifications instead signal the
completion of the shredding process to the user.
[0043] Thus, the system manages documents that exist in both the
physical and electronic environment. For any given document managed
by the context manager, the shredding process ensures the removal
of the document's metadata and all its associated content
(annotations and renderings). A rendering is analogous to a copy of
the document. Just as copies of a document can exist in a paper
form or as an electronic file, renderings have an equal ambivalence
to medium. The system proactively manages paper documents, for
example, in several ways. First, if a document is deleted, the
system will alert users to the deletion event and request that they
destroy the paper rendering. Second, the system will monitor user
interactions with a paper rendering for an action that represents
deletion of that document. On the occurrence of the triggering
process, the system will begin a deletion of all content and
metadata related to the current document.
[0044] Reference is now made to FIG. 3. An ANOTO-ized document is
created at 52 with a document cover sheet. The document is
registered at 54 with the context management system. The document
is annotated with ink marks, audio and other media stream segments
at 56. This is in accordance with the operation of the various
subsystems as described in FIG. 2. When a shredding operation is
desired, a check mark or indication is placed next or in the
shredding enablement box or area. Here, the box is checked for a
personal shredding at 58. The personal shredding enablement may be,
for example, as shown in FIG. 4. Other more extensive shredding
enablement boxes or areas for various users can be provided
depending on the design of the system.
[0045] Reference is now made to FIG. 4. The document cover sheet
referenced in block 52 of FIG. 3 may be as is shown in FIG. 4. The
computer view of the cover sheet 60 shows a shredding enablement
area shown generally at 62. The shredding enablement area 62 is a
personal shredding enablement area activated by the activation of
personal shredding box 64. When the box 64 is checked, all
electronic references to the user's copy of the document will be
deleted and the user will receive a confirmation e-mail once the
shredding process is completed. The personal shredding, depending
upon how the system is implemented, can also include shredding of
all virtual media and physical media that involve the user's use
and/or relationship to the multimodal document. Confirmation of the
shredding, including physical destruction of any physical media as
well as the confirmation of the deletion of all virtual media can
also be provided. As previously noted, other more extensive and
comprehensive shredding enablement options can be provided,
depending on the system. This can be implemented with verification
of the authorization of the initiator for each of the different
aspects or parts of the document to be shredded. For example, a
manager may be allowed and authorized to initiate the shredding of
document parts used within the manager's team but not allowed to
shred documents outside of the team. An explicit field, for example
either in an information and content data file or database (ICDF)
at the context manager 4 or in a content management system, can be
provided which indicates who is authorized to shred and what they
are authorized to shred. The field or another field can also be
provided to indicate the ownership or custodian of what is to be
shredded and where desired provide this information to other
systems.
[0046] Reference is now made to FIG. 5, showing the operation of
the system involved in the shredding process of the specific
physical document referenced in FIG. 3. At 66, a document is
allowed to be shredded by a requester, as identified, for example,
via the owner (user) of a specific ANOTO pen. A shred request is
sent to the ANOTO server at 68, including the identification that
the shred request was registered to the specific document to be
shredded. At block 72, a shred request is sent by the context
manager 4 to each of the media servers for which there are media
stream segments included in the metadata associated with the
document. At block 74, a countdown timer is started and at block
76, responses are awaited from each of the servers to which a shred
request was sent by the context manager 4. At block 78, for all
failed shreds, that is, a shred that has not been implemented or
accomplished, then the requester is notified that there was a
problem with that part of the shred operation. At block 80, for all
successful shred operations, the associated metadata from the
context memory 4 is removed. At block 82, a message is sent to the
requester with the state of the shred of the multimodal document
requested to be shred. The requester then may physically shred the
personal copy of the requester's multimodal document.
[0047] Reference is now made to FIG. 6, where the process for
initiating the shredding involving the complete set of content, as
represented, the entire information and content data file, for a
multimodal document is initiated. At block 86, a information and
content data file or database (ICDF) is created. At block 88, as
content is created, it is registered and reference is added to the
information and content data file or database and appropriately
stored by the context manager 4. The context manager 4 tracks the
use of each piece of content at block 90. At block 92, an
exhaustive shred is initiated, such as by right clicking the
information and content data file for the multimodal document at
the context manager 4 and selecting Exhaustive Shred shown in FIG.
8.
[0048] The tracking the use of each piece of content at 90 may
include location tracking of physical items and use tracking, like
writing on items, mailing documents (e.g., e-mail sniffers and
enhanced postal meters, such as meters with scanners), etc. All
tracking information of both physical media and virtual media is
sent to and managed by the context manager 4. The tracking methods
can employ any of the methods described above and other well known
methods useful in tracking and sensing and image recognition,
including by use of digital pens, radio frequency identification
(RFID), bar codes and numeric fields, electronic document
identification (ID) sensing, image recognition via cameras, and the
like.
[0049] Reference is now made to FIG. 7. A computer screen 13
exhibits three open windows, window A, window B, and window C.
These windows are examples of the type of information that is
gathered, managed by and displayed using the context manager 4. In
window A, an information and content data file illustrates and
lists all of the virtual media (virtual documents and parts) and
all of the physical media (physical documents and artifacts) for a
multimodal document. The information and content data file in
window A includes three electronic documents 94, 96 and 98. These
three electronic documents 94, 96 and 98 are pdf-generated from the
original ANOTO document and include all existing annotations at the
time of generation. Two physical ANOTO-ized documents 100 and 102
are also listed. These documents are Deb's copy and Jill's copy.
Also listed are five virtual copy parts of multimodal document.
These copy parts are shown as 104, 106, 108, 110 and 112. It should
be recognized that depending upon the nature and use of the
multimodal document, other types of listings from various
subsystems may exist, such as audio clips and video clips, etc.
[0050] Window B illustrates a pdf document listed as the second
electronic version 94 in Window A. This is document is designated
as document 102a in Window B. Window C illustrates one of the
virtual document parts listed in Window A, here designated as 104a.
Various types and formats of displays and organization of the
various information related to the creation, tracking and shredding
of virtual media and physical media can be employed, depending on
the nature and design of the system.
[0051] Reference is now made to FIG. 8, which provides a complete
view of window A shown in FIG. 7 unobstructed by other open screen
windows. Here, the complete information and content data file for
the multimodal document is shown with a full and complete listing
of all of the virtual media (virtual document and parts) and all of
the physical media (physical documents and artifacts) at 94 through
112. Additional types of information that can be further included
and listed in the information and content data file. A user could
initiate an exhaustive shred of the full information and content
listed in the information and content data file by activating box
95.
[0052] Reference is now made to FIG. 9 which shows the operation of
the system in the comprehensive shredding process of a multimodal
document at a high level and with the exhaustive deletion and
destruction of the complete set of content. At block 114, if the
content is allowed to be shredded by the requester, as identified
via the ownership of the information and content data file. At
block 116, a shred request is sent to all the servers and
administrators that manage the content items of the document, the
context manager and content management systems. This would include
all of the systems shown in FIGS. 1 and 2, if that is the
particular architecture that is implemented. At block 118, a
countdown timer is started and at block 120 the system awaits
responses from each server and/or administrator to which a shred
request was sent.
[0053] At block 122, the requester is notified that there was a
problem with all failed shreds. For all successful shred operations
at block 124, the associated metadata is removed from the context
manager memory, storage means 4. A message is sent at block 126 to
the requester with the state of the shred operation. At block 128,
the requester must explicitly follow up with external parties to
ensure that their shred was complete, to the extent that the
external parties are not within the domains that are managed by the
context manager 2.
[0054] Reference is now made to FIG. 10, where the context manager
4 orchestrates a comprehensive shredding operation. The context
manager 4 receives a request for the comprehensive (exhaustive)
shredding of the virtual media and physical media listed in the
information and content data file at block 130. This request may
have been initiated by the user as indicated in FIG. 8, or may be
initiated via some other interface that may be intentionally
activated, for example, one similar to the document cover sheet
shown in FIG. 4. A determination is made at block 132 if the
requester is authorized to remove the content from the information
and content data file. Where the requester is not so authorized,
the context manager at block 134 discards the request. The request
by an unauthorized requester for shredding may be stored, if
desired, in the context manager 4 for subsequent audit and/or other
activities. Where the requester is authorized to remove the content
from the information and content data file at block 132, the
context manager 4 creates a record of the request at block 133.
Thereafter, all elements of the information and content data file
are listed at block 134 if the list has not previously been
compiled. This includes clones, artifacts, document parts, and the
like. The list of the context created information and content data
file includes all virtual media and all physical media if the list
has not previously been compiled. At block 136, a list of all
current users is created of all of the virtual media and all of the
physical media. As noted, the list of elements and users (and any
other list) can be created and exist prior to the request for shred
being received. The list build can be ongoing and continuous as
elements are created or the build can be periodic, that is, hourly,
daily, weekly, monthly, etc.
[0055] At block 138, the context manager 4 sub-groups various
elements in the list. This may be based on the content management
systems employed, such as the various media servers, the various
element inventory administration, users of the multimodal
documents, and the like. At block 140, a message is sent to each
content management system requesting the deletion and destruction
of each element; for example, e-mails sent to persons and the like.
At block 142, a response timer is set for each content management
system. The response timer and time involved can be unique to the
particular content management system and even within subsystems of
the particular content management system, depending on the need and
applications for the system. At block 144 a list of all items that
have been sent out of the system domain is created. At block 146,
the requester is notified of all such items including recipients of
the items, and at block 148, the requester follows up on those
items using traditional methods, e.g., phone mail, e-mail, and
other appropriate methods to ensure the deletion or destruction of
the virtual media and physical media. The process steps 144, 146
and 148 are for those portions of multimodal document that may not
or are not under the management of the context manager 4 and need
separate, independent operations to ensure their deletion and/or
destruction. Thus, the context manager 4 manages not only systems
within the direct or indirect control of the context manager system
4 but also related multimodal document virtual media and physical
media related to such other materials that need to be independently
processed when that information is available to the context manager
4.
[0056] Reference is now made to FIG. 11, where the context manager
4 is awaiting a response from the various subsystems for which a
shred request was issued. The context manager at block 150 awaits
the next response message from the content management servers
and/or users. For each element included at block 152, a
determination is made as to whether the requested shred request was
accomplished. If the shred request was accomplished, the elements
response trigger is disabled at block 154 and the element is
removed from the information and content data file list. At block
155 related context is removed. A determination is then made at
block 156 if the information and content data file list is empty.
Where the information and content data is not empty, the system
loops back to block 150. Where, at block 152, the shred request was
not accomplished, a determination is made at block 158 for the
specific element that was not shredded whether the maximum number
of retries have been attempted. The number of tries is a matter of
design choice and can vary for each type of element to be shredded.
Where the maximum number of retries have been attempted, the
element is marked as a failed shred attempt at block 160. Where the
maximum number of retries have not been attempted, at block 162 a
request is sent to the context manager 4 to initiate another
attempt to shred the same element. Where at block 156 a
determination is made that the information and content data file is
empty, at block 164 a message, such as an e-mail, is sent to the
person who requested the comprehensive deletion/destruction
request, the shred request, notifying the requester that the
requested shred was successful.
[0057] Reference is now made to FIG. 12, where the absence of an
expected response from each content management system which was
issued a shred instruction is tracked by the context manager 4. At
block 166, an element response trigger fires. This is when the time
allotted to receive a response that a shred request has been
accomplished has passed. A determination is then made at block 168
if the maximum number of retries have been attempted. Where this is
not the case, at block 170 a request is again sent by the context
manager 4 to the content server for the element to delete and/or
destroy, shred, the element. When the maximum number of retries
have been attempted, the element is marked as failed at block 172.
The element is thus marked as an element of the multimodal document
that has failed to be shredded on a shred request. A determination
is then made at block 174 whether the list contains only failed
items. Where the list does contain only failed items, a message is
sent at block 176 to the person who requested the comprehensive
shredding, deletion and/or destruction request, notifying that the
request was not successful, including the list of elements that
failed. Where the list does not contain only failed items, the
system loops back to block 166.
[0058] While the present invention has been disclosed and described
with reference to a single embodiment thereof, it will be apparent,
as noted above that variations and modifications may be made
therein. It is, thus, intended in the following claims to cover
each variation and modification that falls within the true spirit
and scope of the present invention.
* * * * *