Automated shelf management system and process for tracking and purging file folders in a file storage facility

• US 20040215597A1
• Filed: 05/19/2004
• Published: 10/28/2004
• Est. Priority Date: 11/10/1998
• Status: Abandoned Application

• Current Assignee: Arthur C. Fitzgerald, Jack B. Goldman, John F. Coughlan
• Original Assignee: Arthur C. Fitzgerald, Jack B. Goldman, John F. Coughlan
• Inventors: Fitzgerald, Arthur C., Goldman, Jack B., Coughlan, John F.
• Application Number:
  US10/849,284
• Publication Number:
  US 20040215597A1
• Time in Patent Office: Days
• US Class Current: 707/1
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: Y10S 493/947 File folder
• CPC Class Codes: Y10S 707/99945 Object-oriented database structure processing
• CPC Class Codes: Y10S 707/99948 Application of database or data structure, e.g. distributed, multimedia, or image

Abstract

An automated system and process for managing paper files, particularly medical records contained in file folders and the like, in a file storage system having a predetermined size or limited expansion capacity. A shelf manager system includes a computer program and database which tracks the thickness of individual file folders, the capacity of storage shelf sections, and the percentage of free space remaining in each shelf section. The thickness of each file folder is measured whenever the file folder enters or leaves the primary file storage facility. File folder thickness is computed by weighing the file on an electronic scale or other caliper-based measure device. When occupied shelf space exceeds a threshold percentage for a shelf section, file folders are purged according to the likelihood that certain files will not be requested in the future by applying purging algorithms to the individual files. In an alternative embodiment, document image scanning provides multiple copies of pertinent file information to fulfill multiple pending file requests. In another alternative embodiment, the file folders include radio frequency identification tags for passive detection of file folder identification. In a still further alternative embodiment, data from the shelf manager system controls a digital printing press to create direct print color-coded file folders for use with the shelf manager system.

Claims

1-36. -36 (canceled)

37. A method of manufacturing document storage containers for storing documents comprising the steps:

die cutting a blank document container from document container stock;

positioning a radio frequency identification tag on the blank document container stock in proximity to a seam;

folding and gluing the seam to capture the radio frequency identification tag within the glued portion of the seam; and

folding and gluing the document storage stock to form a completed document storage container.

38. A method of manufacturing document storage containers for storing documents as recited in claim 37, wherein the radio frequency identification tag is a passive radio frequency identification tag.

39. A method of manufacturing document storage containers as recited in claim 38, wherein the passive radio frequency identification tag includes a microelectronic memory and control transponder chip and an antenna.

40. A method of manufacturing document storage containers as recited in claim 39, wherein the antenna is for powering the chip by field induction.

41. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a reinforced double-sided file folder.

42. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a file box for holding file folders.

43. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a file box for holding loose documents.

44. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a carton for holding documents.

45. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a corrugated carton for holding documents.

46. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is an envelope for holding documents.

47. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a package for holding documents.

48. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is an x-ray jacket for storing x-ray film.

49. A method of manufacturing document storage containers for storing documents, as recited in claim 37, wherein the document storage container is a file pocket for holding documents.

50. A method of manufacturing document storage containers as recited in claim 37, further including the steps of:

receiving identification information from a computer database; and

printing the identification information on the document container stock.

51. A method of manufacturing document storage containers as recited in claim 37, wherein the containers are for holding medical records.

52. A method of manufacturing document storage containers as recited in claim 37, wherein the containers are for holding business case records.

53. A method of manufacturing document storage containers as recited in claim 37, wherein the containers are for holding legal records.

54. A method of manufacturing document storage containers as recited in claim 37, wherein the containers are for holding insurance records.

55. A method of manufacturing document storage containers as recited in claim 37, wherein the containers are for holding government agency records.

56. A method of manufacturing document storage containers as recited in claim 37, wherein the containers are for holding banking records.

57. A method of manufacturing trackable document storage containers comprising the steps:

die cutting a blank document container from document container stock;

depositing a radio frequency identification tag on the document container stock proximate to a seam;

applying glue to the area of the seam; and

folding and gluing the seam to capture the radio frequency identification tag within the glued portion of the seam to form a complete document storage container.

58. A method of manufacturing trackable document storage containers as recited in claim 57, wherein identification information is pre-written in the radio frequency identification tag prior the step of depositing.

59. A method of manufacturing trackable document storage containers as recited in claim 58, wherein the identification information includes patient identification data.

60. A method of manufacturing trackable document storage containers as recited in claim 58, wherein the identification information includes client identification data.

61. A method of manufacturing trackable document storage containers as recited in claim 57, further including the step of printing a bar code with identification information on the document container stock.

62. A method of manufacturing trackable document storage containers as recited in claim 61, wherein the bar code identification information is the same as identification information pre-written in the radio frequency identification tag.

63. A method of manufacturing trackable document storage containers as recited in claim 57, further including the step of writing identification information into the radio frequency identification tag prior to the time it is deposited on the document container stock.

64. A method of manufacturing trackable document storage containers as recited in claim 57, further including the step of writing identification information into the radio frequency identification tag after the time it is deposited on the document container stock.

65. A method of manufacturing trackable document storage containers as recited in claim 57, wherein the step of depositing the radio frequency identification tag on the document container stock includes depositing by a printing process.

66. A method of manufacturing trackable document storage containers with improved security features, comprising the steps:

die cutting a first blank document container from document container stock;

positioning a first radio frequency identification tag on the document container stock in a first location proximate to a seam;

folding and gluing the document container stock to capture the first radio frequency identification tag within the glued portion of the seam in the first location to form a first completed document storage container;

die cutting a second blank document container from document container stock;

positioning a second radio frequency identification tag on the document container stock in a second location proximate to a seam, different from said first location; and

folding and gluing the document container stock to capture the radio frequency identification within the glued portion of the seam in the second location to form a second completed document storage container.

67. A method of manufacturing trackable document storage containers for storing documents as recited in claim 66, wherein the trackable document storage container is a reinforced double-sided file folder.

68. A method of manufacturing trackable document storage containers for storing documents as recited in claim 66, wherein the trackable document storage container is a file box for storing file folders.

69. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage container is a file box for holding loose documents.

70. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage container is a carton for holding documents.

71. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage container is a corrugated carton for holding documents.

72. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage container is an envelope for holding documents.

73. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage container is a package for holding documents.

74. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage containers is an x-ray jacket for storing x-ray film.

75. A method of manufacturing trackable document storage containers for storing documents, as recited in claim 66, wherein the document storage container is a file pocket for holding documents.

76. A method of manufacturing trackable document storage containers as recited in claim 66, wherein the containers are for holding medical records.

77. A method of manufacturing trackable document storage containers as recited in claim 66, wherein the containers are for holding business case records.

78. A method of manufacturing trackable document storage containers as recited in claim 66, wherein the containers are for holding legal records.

79. A method of manufacturing trackable document storage containers as recited in claim 66, wherein the containers are for holding insurance records.

80. A method of manufacturing trackable document storage containers as recited in claim 66, wherein the containers are for holding government agency records.

81. A method of manufacturing trackable document storage containers as recited in claim 66, wherein the containers are for holding banking records.

82. A method of manufacturing trackable document storage containers for storing documents as recited in claim 76, wherein the first and second radio frequency identification tags include identification information linked to patients'"'"' master records stored in a computer database.

83. A method of manufacturing trackable document storage containers for storing documents as recited in claim 66, wherein the radio frequency identification tags at said first and second locations are passive radio frequency identification tags.

84. A method of manufacturing trackable document storage containers as recited in claim 83, wherein the passive radio frequency identification tags includes a microelectronic memory and control transponder chip and an antenna.

85. A method of manufacturing trackable document storage containers as recited in claim 84, wherein the antenna is for powering the chip by field induction.

86. A method of manufacturing trackable document storage containers as recited in claim 66, further including the steps of:

receiving first and second identification information from a computer database; and

printing the first identification information on the first document container stock and printing the second identification information on the second document stock.

87. A method of manufacturing trackable document storage containers as recited in claim 86, wherein the printed identification information on the document container stock of the first and second document storage containers is in the form of a bar code.

88. A method of manufacturing trackable document storage containers as recited in claim 87, wherein the identification information included in the first and second radio frequency identification tags is the same identification information printed on the document container stock of the first and second document storage containers in the form of a bar code.

89. A method of manufacturing trackable document storage containers for storing documents, comprising the steps:

die cutting a first blank document container from document container stock;

positioning a passive radio frequency identification tag on the document container stock in a predetermined location proximate to a seam; and

folding and gluing the document container stock to permanently capture the radio frequency identification tag at the predetermined location.

90. A document storage container for storing documents, comprising:

a die cut document container blank folded and glued to form an enclosure for containing documents;

the document container having at least one folded and glued seam; and

a radio frequency identification tag captured within the glued portion of the seam.

91. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a reinforced double-sided file folder.

92. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a file box for holding file folders.

93. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a file box for holding loose documents.

94. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a carton for holding documents.

95. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a corrugated carton for holding documents.

96. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a envelope for holding documents.

97. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a package for holding documents.

98. A document storage containers for storing document, as recited in claim 90, wherein the document storage container is an x-ray jacket for holding x-ray film.

99. A document storage container for storing documents, as recited in claim 90, wherein the document storage container is a file pocket for holding documents.

100. A document storage container as recited in claim 90, further including printed identification information on the document container stock.

101. A method for tracking document storage containers transported from a first location to a second location in a storage facility, the document storage containers including at least one folded and glued seam and a radio frequency tag identification tag captured within the glued portion of the seam for storing identification information, comprising the steps:

generating a requesting list of document storage containers stored at a first location in the storage facility to be transported to a second location in the storage facility;

moving the requested document storage containers through a first radio frequency identification portal at the first location, reading the identification information for each container, and logging identification information on a computer;

upon arrival to the second location in the storage facility, moving the arriving document storage containers through a second radio frequency identification portal at the second location, reading the identification information for each container, and logging identification information on a computer to create a delivery list; and

comparing logged identification information from the first location and from the second location to create a list of requested storage containers missing during transport.