Document management system

• US 20020083090A1
• Filed: 12/27/2000
• Published: 06/27/2002
• Est. Priority Date: 12/27/2000
• Status: Active Grant

• Current Assignee: TractManager, LLC (VCS Holdco LLC)
• Original Assignee: TractManager, LLC (VCS Holdco LLC)
• Inventors: Jeffrey, Scott R., OʼGwen, Gary L., Rizk, Thomas A., Hornsby, Ben Allen, McBryde, Kelley E., Powell, Warren Coleman
• Granted Patent: US 6,957,384 B2
• Time in Patent Office: Days
• US Class Current: 715/501.1
• CPC Class Codes: G06F 16/93 Document management systems
• CPC Class Codes: G06F 16/9562 Bookmark management
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: Y10S 707/99933 Query processing, i.e. searching

Abstract

A method for storing, organizing and providing remote electronic access to documents. A cover sheet including a standard set of identification data characterizing each document is developed and stored. A digital version of each document is created and stored by scanning each contract. Each digital version includes a scanned image and a searchable text file, wherein the text is overlaid with the image. An index of bookmarks identifying sections of the digital version of each document is generated. Selected fields of information are captured from the digital version of the document. The documents are organized and cross-referenced in a database that includes the captured information and additional information related to each document. Designated parties are alerted of critical dates associated with each document. Remote electronic access to the documents is provided over the internet.

Claims

1. A method for storing, organizing and providing remote electronic access to contracts, the method comprising:

developing and storing a cover sheet including a standard set of identification data characterizing each contract;

creating and storing a digital version of each contract by scanning each contract, each digital version comprising a scanned image and a searchable text file, wherein the text is overlaid with the image;

generating an index of bookmarks identifying sections of the digital version of each contract;

capturing selected fields of information from the digital version of the contract, the selected fields being selected from a group comprising vendor, contract date, contract expiration date;

organizing and cross-referencing the contracts in a database comprising the captured information and additional information related to each contract, the information in the database being selected from a group comprising reference number, contracting party, vendor, contract date, contract expiration date, department, contract type, contracting site, responsible party, parties authorized to have remote electronic access to the document, contract signatory, contracting group, contract value, contract status, contract critical dates, and assets related to contract;

alerting designated parties of critical dates associated with each contract; and

providing remote electronic access to the contracts over the internet.

2. The method according to claim 1, further comprising:

assigning each contract a reference number.

3. The method according to claim 1, wherein storing the cover sheet comprises:

generating a cover sheet comprising a plurality of fields each comprising a plurality of members;

selecting at least one member of each field on the cover sheet; and

scanning the cover sheet.

4. The method according to claim 3, wherein the identification data on the cover sheet is selected from a group comprising contracting entity, contract related site, contract type, contract related department, authorized users and responsible parties.

5. The method according to claim 1, further comprising:

linking information to the contract, the information selected from the group comprising vendor information, notes concerning the contracts, related documents, party information, user selected critical dates, assets related to the contracts, and selected terms of the contracts.

6. The method according to claim 1, further comprising:

limiting access and extent of access of users to the contracts and related information.

7. The method according to claim 6, wherein the access and extent of access are defined by amount of information that a user may access;

ability to print contracts and information;

ability to attach and edit information attached to a contract record;

ability to create and edit a contract summary page;

the ability to archive a contract, the ability to enter and edit critical dates;

the ability to enter and edit assets attached to a contract, the ability to create and enter vendor information;

the ability to be named as a responsible party to a contract;

the ability to delete a vendor, the ability to create, edit or delete users; and

the ability to make global changes to summary pages of a database of the party to the contracts.

8. The method according to claim 1, further comprising:

searching the contracts

9. The method according to claim 1, wherein providing remote access to the contracts comprises:

displaying a contract attribute search page comprising lists of alternatives for each member of the standard set of identification data;

selecting at least one alternative for each member of the standard set of identification data; and

initiating the search.

10. The method according to claim 9, wherein the lists are displayed as pull down menus.

11. The method according to claim 1, wherein providing remote access to the contracts comprises:

displaying a contract search page comprising a contract text keyword search text entry box;

entering text in the text entry box; and

initiating the search.

12. The method according to claim 1, wherein providing remote access to the contracts comprises:

displaying a contract filter page including a contract attribute search page comprising lists alternatives for each member of the standard set of identification data and including a contract search page comprising a contract text keyword search text entry box;

selecting at least one alternative for each member of the standard set of identification data and/or entering text in the text entry box; and

initiating the search.

13. The method according to claim 1, wherein providing remote access to the contracts comprises:

displaying a list of categories of contract information;

selecting a category; and

displaying contracts that fall within the selected category.

14. The method according to claim 13, further comprising:

selecting one of the displayed contracts; and

displaying information about the selected contract.

15. The method according to claim 13, wherein the categories of contract information are selected from the group comprising contract number, contract type, contract signatory, other signatory, responsible party, contract vendor, contracting entity, contracting department, contract site, contracting group, contract note original date, contract expiration date, expiration of contracts for a specified user, automatically renewing contracts, critical date, contract status, or other contracting party, wherein all contracts having the same value of the selected category are displayed.

16. The method according to claim 13, wherein the displayed information comprises a contract page comprising cover sheet including information from the database of information concerning the contract, the cover sheet including links to other information in the contract database.

17. The method according to claim 16, wherein the contract page comprises regions displaying a set of fixed contract summary information and a changeable set of information, and user actionable regions for changing the changeable information.

18. The method according to claim 17, wherein details regarding information on the contract page may be accessed through active links on the contract page, wherein the active links comprise the information of which details are sought.

19. The method according to claim 1, further comprising:

predefining a level of access of a user;

verifying a name and a password for the user; and

permitting the user to access the contracts with the level of access of the user.

20. The method according to claim 1, further comprising:

providing all of information about a contract on a single printable page.

21. The method according to claim 18, wherein one of the links is to the digital version of the contract.

22. The method according to claim 1, further comprising:

generating a new contract record utilizing a stored contract record as a template.

23. The method according to claim 1, further comprising:

providing remote electronic access over the internet to contracts being negotiated;

entry of comments concerning the contracts by users; and

providing remote electronic access over the internet to contracts commented on by the users.

25. The method according to claim 24, wherein the documents are selected from the group comprising contracts, policies, procedures, warranties, correspondence, contract addenda, and credentialing information.

24. A method for storing, organizing and providing remote electronic access to documents, the method comprising:

assigning each document a reference number;

developing and storing a cover sheet including a standard set of identification data characterizing each document;

creating and storing a digital version of each contract by scanning each document, each digital version comprising a scanned image and searchable a text file, wherein the text is overlaid with the image;

generating an index of bookmarks identifying sections of the digital version of each document;

capturing selected fields of information from the digital version of the document;

organizing and cross-referencing the documents in a database comprising the captured information and additional information related to each document;

generating alerts to designated parties of critical dates associated with each document; and

providing remote electronic access to the document over the internet.

26. A computer program product for performing a process of storing, organizing and providing remote electronic access to documents, comprising:

a computer readable medium; and

computer program instructions, recorded on the computer readable medium, executable by a processor, for performing the steps of;

assigning each document a reference number;

developing and storing a cover sheet including a standard set of identification data characterizing each document;

creating and storing a digital version of each contract by scanning each document, each digital version comprising a scanned image and searchable a text file, wherein the text is overlaid with the image;

generating an index of bookmarks identifying sections of the digital version of each document;

capturing selected fields of information from the digital version of the document;

organizing and cross-referencing the documents in a database comprising the captured information and additional information related to each document;

generating alerts to designated parties of critical dates associated with each document; and

providing remote electronic access to the document over the internet.

27. A system for performing a process of for storing, organizing and providing remote electronic access to documents, comprising:

a processor operable to execute computer program instructions; and

a memory operable to store computer program instructions executable by the processor, for performing the steps of;

assigning each document a reference number;

developing and storing a cover sheet including a standard set of identification data characterizing each document;

creating and storing a digital version of each contract by scanning each document, each digital version comprising a scanned image and searchable a text file, wherein the text is overlaid with the image;

generating an index of bookmarks identifying sections of the digital version of each document;

capturing selected fields of information from the digital version of the document;

organizing and cross-referencing the documents in a database comprising the captured information and additional information related to each document;

generating alerts to designated parties of critical dates associated with each document; and

providing remote electronic access to the document over the internet.